Managing scheduled conferences

Scheduled conference VMRs

When a user creates a scheduled conference using the VMR Scheduling for Exchange feature, a unique Virtual Meeting Room is created for that conference. This VMR is just like any other VMR, except it was created by the VMR Scheduling for Exchange service rather than by an administrator. For this reason, on the Pexip Infinity Administrator interface, scheduled conferences will show a Service type of VMR, and a VMR origin of VMR Scheduling for Exchange: followed by the name of the VMR scheduling for Exchange integration being used.

Viewing all VMRs used for scheduled conferences

All meetings that have been scheduled using the VMR Scheduling for Exchange feature are listed on the Scheduled Conferences page (Services > Scheduled Conferences).

Editing the VMR for a scheduled conference

To view or edit information about a particular scheduled conference's Virtual Meeting Room, select it from the list.

Note that any changes made to a recurring meeting's VMR will apply to all instances of that meeting, since the same VMR is used for all of them.

You can add additional aliases to a scheduled conference's VMR but you should not change either of the aliases that were assigned by VMR Scheduling for Exchange.

When editing scheduled conference VMRs, all of the standard VMR settings may be modified. However, the options that specifically have scheduling-related content are:

Option Description
Name

The name used to refer to this Virtual Meeting Room.

By default this will be the subject line of the meeting invitation followed by the organizer's name, but you can change the default by editing the content of the Conference name template field.

If you can access this VMR via a Virtual Reception then the VMR Name entered here is shown to conference participants as they are transferred into the VMR (it is overlaid onto the virtual_reception_connecting splash screen of the theme associated with the Virtual Reception that is transferring the call).

Description

A description of the Virtual Meeting Room.

By default this will say Scheduled Conference booked by followed by the organizer's email address, but you can change the default by editing the content of the Conference description template field.

Owner's email address

The email address of the owner of the VMR.

For scheduled conferences, this will be the email address of the person who sent the meeting request.

Scheduling details
Start time*

This read-only field shows the time at which the scheduled conference will be available for participants to join. This will be the scheduled start time offset by the time specified by the Join before buffer.

For recurring meetings, this shows the start time of the current recurrence. Depending on when VMR Scheduling for Exchange has last synced with the Microsoft Exchange server, this could be up to 24 hours in the past or up to 48 hours into the future.

End time*

This read-only field shows the time at which the scheduled conference will no longer be available for participants to join. This will be the scheduled end time plus the time specified by the Join after buffer.

For recurring meetings, this shows the end time of the current recurrence. Depending on when VMR Scheduling for Exchange has last synced with the Microsoft Exchange server, this could be up to 24 hours in the past or up to 48 hours into the future.

Next recurrence*

(For recurring meetings only)

If the next recurrence is due within the next two days, this read-only field shows the time at which that conference will be available for participants to join. This will be the scheduled start time offset by the time specified by the Join before buffer.

Subject

This read-only field shows the content generated by the Conference subject template field. By default, this is the subject line of the meeting invitation sent by the meeting organizer.

Note that if a user updates the meeting subject and re-sends the invitation, the updated subject will not be reflected in the VMR configuration unless the user has also updated the meeting's start or end time.

* For recurring meetings, information is available up to 48 hours in the future. If there are no instances of the recurring meeting scheduled within this time, these fields will show There are no further scheduled recurrences of this conference in the next two days.
Advanced options
VMR origin

This read-only field shows the name of the service used to create this VMR. This will be VMR Scheduling for Exchange: followed by the name of the VMR scheduling for Exchange integration being used.

Aliases

Two aliases are automatically generated for all VMRs created by the VMR Scheduling for Exchange service (for more information, see Management Node generates aliases and join instructions). You must not delete either of these aliases, but you can add additional aliases.

Viewing all upcoming scheduled meetings

To view all instances of meetings that have been scheduled using the VMR Scheduling for Exchange service, log into Microsoft Exchange and view the calendar for the equipment resource. To do this, you first need to assign full access to the equipment resource's mailbox to a delegate account, and then view the mailbox or calendar using the delegate account. (The delegate account could be the service account, or it could be, for example, an administrator's account.)

Troubleshooting

For help with troubleshooting VMR Scheduling for Exchange issues, see Troubleshooting VMR Scheduling for Exchange.