Creating a Meeting

Initiating a Meeting

You can initiate an instant meeting at any time.

Before initiating a meeting, click next to Start and choose More settings. In the displayed dialog box, set the meeting.

Meeting ID: Select a meeting ID type and set the guest password.
- Personal: Each user has a fixed personal meeting ID. It is the best choice for regular department meetings.
  You can modify or remove the guest password. Removing it allows other users to join the meeting without entering the password.
- Random: The meeting ID is generated randomly. It is suitable for short-term discussions or confidential meetings.
  You can choose whether to enable the guest password.
- Cloud meeting room ID: Use stable meeting resources to hold large-scale or regular meetings.
  You can modify or remove the guest password. Removing it allows other users to join the meeting without entering the password.
If your enterprise has purchased only cloud meeting rooms and allocated a cloud meeting room to you on Huawei Cloud Meeting Management Platform, you can use the cloud meeting room with a fixed or auto-generated ID to hold a meeting.
Open to: Choose who can join the meeting: Everyone, Corporate users only, or Invited users only.
Only those within the chosen scope can join the meeting via the link or ID.
Auto-record: If your enterprise has purchased recording resources, you can enable this option under Advanced settings.
After the meeting is created, you can invite others to it.

Scheduling a Meeting

You can schedule an audio or video meeting.

On the home screen of the desktop client, click Schedule. Set related parameters as required and click Schedule.

Meeting ID: Select a meeting ID type and set the guest password.
- Personal: Each user has a fixed personal meeting ID. It is the best choice for regular department meetings.
  You can modify or remove the guest password. Removing it allows other users to join the meeting without entering the password.
- Random: The meeting ID is generated randomly. It is suitable for short-term discussions or confidential meetings.
  You can choose whether to enable the guest password.
- Cloud meeting room ID: Use stable meeting resources to hold large-scale or regular meetings.
  You can modify or remove the guest password. Removing it allows other users to join the meeting without entering the password.
- Cloud meeting room - Random: If a cloud meeting room has been allocated to you, you can use it to schedule a meeting with a fixed or auto-generated ID. You can customize the meeting password.
If your enterprise has purchased only cloud meeting rooms and allocated a cloud meeting room to you on Huawei Cloud Meeting Management Platform, you can use the cloud meeting room with a fixed or auto-generated ID to hold a meeting.
Participants: Click Add, search for participants by category, and add the desired participants.
Open to: Choose who can join the meeting: Everyone, Corporate users only, or Invited users only.
Only those within the chosen scope can join the meeting via the link or ID.
Notify by: Choose how to notify participants: via emails or calendar invites.
Auto-record: If your enterprise has purchased recording resources, you can enable this option under Advanced settings.
(Optional) Allow guests to join ahead of host: Enable this option and set how early they can join.
- Scheduling a meeting with a random ID
  Set Meeting ID to Random, enable Allow guests to join ahead of host under Advanced settings, and set how early they can join.
- Scheduling a meeting with a fixed ID
  Set Meeting ID to Personal and enable Allow guests to join ahead of host under Advanced settings.
Inviting participants: On the Windows client, invite participants on the meeting details screen after scheduling a meeting.
After a meeting is scheduled, the meeting details screen is displayed. Click Invite at the bottom to add participants from the contact list, copy meeting information, or share the QR code of joining the meeting.

Scheduling Recurring Meetings

On the home screen of the desktop client, click Schedule and select Repeat to schedule multiple meetings at a time. You can schedule meetings by month, week, or day to improve the scheduling efficiency.

Figure 1 Scheduling recurring meetings

After a recurring meeting series is scheduled, you can adjust the meeting time and cancel one or all recurring meetings.

Figure 2 Recurring meetings displayed in the meeting list

Figure 3 Viewing details about a recurring meeting series

Figure 4 Canceling one or all recurring meetings

All recurring meetings in a series have the same meeting ID.
A series supports up to 50 recurring meetings. If there are more than 50 recurring meetings, only the first 50 meetings will be scheduled, and the end date will be changed to the time of the 50th meeting.

Inviting a Participant

Search for users by name, mobile number, email address, or meeting history and invite them to join meetings quickly.
Enter the email address of an external contact when scheduling a meeting. The contact will receive an email with a link after the meeting is scheduled. The contact can click the link to join the meeting.
Add an external contact to your address book first. Then you can invite the contact to a meeting.
- You can choose Contacts > My external contacts and click in the upper right corner to add an individual's external contact.
- If you are an enterprise administrator, you can choose Contacts > External contacts and click in the upper right corner and add an enterprise's external contact on the Management Platform.