Hosting a Meeting

What is a Meeting Host?

The host of a WebEx meeting is a participant with special privileges that allow them to manage the meeting. For example, hosts can mute/unmute other participants, record the meeting, and even pass on the host role to someone else.

Who is the Meeting Host?

For scheduled meetings, the person that scheduled the meeting is the meeting host. However, the default at Tufts University is that the first person to enter a scheduled meeting is temporarily made the host until the person who scheduled the meeting enters the room. For an instant meeting that is started in someone's Personal Room, the owner of the room will be the host.

The host of a meeting can also pass the host role to another meeting participant or assign the cohost role to others.

When it is time for a scheduled meeting to start, WebEx will send the meeting host a reminder email. To join the meeting, click on the green Start button in the email.

WebEx host reminder email

You can also join the meeting using the methods described in the "Joining a Meeting" page.

If you are the host of a meeting, you may want to pass hosting privileges on to someone else to let them run the meeting, especially if you need to leave the meeting.

Making someone else the host:

1. In the Participants panel, right-click on the person that you would like to make the host.

2. Click Change Role To.

3. Select Host.

Making someone else a Host

There may be times when you need to reestablish yourself as the host of a meeting. 

Reclaiming the host role:

1. Have the current host assign the host role to you.

OR

1. Click on Participants in the top menu bar.

2. Click Reclaim Host role.

3. If prompted, enter the Host key and click OK.

Reclaiming the Host role

 

If you are the host of a meeting, cohosts can help you manage a meeting and its participants. For more information about the cohost role, visit the WebEx Help Center page about Cohosts.

Making someone a cohost:

1. In the Participants panel, right-click on the person that you would like to make a cohost.

2. Click Change Role To.

3. Select Cohost.

making someone a cohost

Removing someone's cohost privileges:

1. In the Participants panel, right-click on the person.

2. Click Change Role To.

3. Select Attendee.

Making someone an attendee

 

Ending or Leaving a meeting

1. Click on the red X button in the meeting toolbar.

2. Depending on your role in the meeting, a dialogue window will open with options. If you are the host, one of the options will be to End Meeting, which will end it for everyone. Alternatively, you can select Leave Meeting, which will allow the rest of the participants to continue the meeting without you. If you want someone else to host the meeting in your place, you will need to make them the host before you leave.

Before the meeting

  • Practice sharing your presentation content beforehand.
  • Email presentation content to participants. This is useful in case anyone experiences technical difficulties that prevents the content from being shared or viewed during the meeting. An easy way to do this is to share a link to the content in Box that allows them to view the content but not edit it! For more information on how to do that, see the Tufts Box Online User Guide.
  • Encourage participants to install the WebEx desktop app or the appropriate browser plugins.
  • Encourage participants to test their audio/video before the meeting.
  • If you are using A/V equipment in a conference room, try setting it up and testing it out.
Participant Settings

Starting the meeting

  • Shut down any unnecessary programs on your computer.
  • Arrive to your meeting 10-15 min early.
  • Under the Participants tab in the top menu:
    • Mute on Entry (Recommended) - Determines if participants' audio is muted as they enter the room. Participants have the ability to unmute themselves.
    • Entry and Exit Tone - Determines if an audio tone will be played whenever a participant enters or leaves the meeting. By default at Tufts University, this is selected for you. You can deselect it.
    • Anyone Can Share - Determines if participants will be allowed to share content with the meeting without being made the presenter by the host. By default at Tufts University, this is selected for you. You can deselect it.
  • At the beginning of your presentation, consider having participants introduce themselves. This is a good way to make people more comfortable and test everyone's audio. If you muted participants' audio, you should unmute them first in case they don't know how to do it themselves!