UCM63xx Series - Meeting Guide

Updated on December 18, 2023

The UCM63xx support multimedia meetings which increase employee efficiency and productivity, and also provide more cost-effective way to hold business meetings. With the UCM you can easily create, schedule, manage, and join meeting calls, from your desktop or laptop computer. UCM conferencing uses WebRTC technology, so all the participants don’t have to download and install any additional software or plugins. UCM conferencing must be enabled by the administrator for the concerned extensions.

Below are the UCM63xx meeting specifications supported for each model:

UCM630x series	Number of public meeting rooms	Number of meeting room members
UCM6301	4	75
UCM6302	8	150
UCM6304	15	200
UCM6308	25	300

This document introduces the meeting options, meeting configurations including joining, inviting, recording during meeting and also including Google Calendar schedule.

MEETING CONFIGURATION SETTINGS

The meeting configuration settings are available under Web GUI🡪Call Features🡪Multimedia Meeting. Allowing users to create, edit, view, invite, manage the participants and delete meeting bridges. The meeting bridge status and meeting call recordings (if recording is enabled) will be displayed under the same web page as well.

Create and Edit Meeting Rooms

To create, edit or delete the meeting rooms please refer to following steps:

Access the UCM63xx Web GUI using the administrator username and password.
Navigate to Call Features🡪Multimedia meeting🡪Room.
Click on to add a new meeting room as displayed on figure 1 or click on $C:\Users\DOCTeam_LAB3\Desktop\ucm screenshots\time and holidays\3.PNG$ to edit the meeting room

Click on $C:\Users\DOCTeam_LAB3\Desktop\ucm screenshots\time and holidays\4.PNG$ to delete the meeting bridge.

Please refer to following table describing the configuration options available for meeting room feature.

Extension	The number to dial to reach the meeting room.
Meeting Name	Meeting Name
Privilege	Please select the permission for outgoing calls.
Allow User Invite	If enabled, participants will be able to invite other to the meeting by pressing 1 on their keypad or by clicking the Participants -> Invite option on the Wave bottom bar.
Allowed to Override Most Mute	Allowed to Override Host Mute
Auto Record	Meeting audio and video can be automatically recorded. These reconrdings can be found under the Meeting Recording or Meeting Video Recordings Page. Record Audio: Record only the meeting Audio. Record video: Record the meeting audio and all video feeds. When there is a shared source (shared screen/shared whiteboard/shared document) or focus, only the shared or focus screen is recorded, and when both are present, the shared screen will b recorded. Record video (Focus Mode): Record the focus screen and all audio of the meeting. When a shared source is present in the meeting, only the shared screen is recorded.
Room Password	If meeting room password is configured, meeting participants will need to enter a password to enter the room. Scheduling meetings will not be supported for this room.

Configure Meeting Settings

Please refer to following steps in order to configure meeting settings:

Access the UCM63xx Web GUI using the administrator username and password.
Navigate to Call Features🡪Multimedia Meeting🡪Room.
Click on “Meeting settings”.

The following table describe the meeting settings in details:

Enable Talk detection	If enabled, the AMI will send the corresponding event when a user starts or ends talking.
DSP Talking Threshold	The time in milliseconds of sound above what the dsp has established as base line silence for a user before a user is considered to be talking. This value affects several operations and should not be changed unless the impact on call quality is fully understood, the default value is 200.
DSP Silence Threshold	The time in milliseconds of sound falling within the dsp has established as base line silence before a user is considered to be silent. This value affects several operations and should not be changed unless the impact on call quality is fully understood, the default value is 2500.
Audio Codec Preference	Configures the preferred codecs for temporary accounts such as meeting participants who joined via link.
Allow New Participants To View Chat History	Configure whether new attendees joining in the middle of a Wave meeting can view the chat content already in the meeting.
Jitter Buffer	Select jitter buffer method for temporary accounts such as meeting participants who joined via link. Disable: Jitter buffer will not be used. Fixed: Jitter buffer with a fixed size (equal to the value of "Jitter Buffer Size") Adaptive: Jitter buffer with an adaptive size that will not exceed the value of "Max Jitter Buffer"). NetEQ: Dynamic jitter buffer via NetEQ.

Schedule a Meeting

Meeting schedule Settings can be found under UCM63xx web GUI🡪Call Features🡪Meetings🡪 Meeting Schedule.

Users can create, edit, view and delete a Meeting Schedule.

Click on “Schedule Meeting” to add a new Meeting Schedule and configure schedule settings.
Or click on the scheduled meeting to edit or delete the event.

The following table describes the meeting schedule settings:

Schedule Options
Meeting Subject	Configure the name of the scheduled meeting. Letters, digits, Other special characters are also supported. such as #%&@*=
Meeting Room	Choose which room to have this scheduled meeting. If this option has been enabled, please select an existing room for this meeting. If this option has not been enabled, a new meeting room will be created.
Time	Configure the meeting date and time.
Time Zone	Select the meeting time zone.
Password	Configure the meeting's login password.
Host Password	Configure the Host Password. Note: It is randomly generated when first creating a new meeting Schedule.
Host	Configure Host.
Repeat	Choose when to repeat a scheduled meeting.
Allow User Invite	If this option is enabled, the user can: Press ‘0’ to invite others to join the meeting with invited party’s permission Press ‘1’ to invite without invited party’s permission Press ‘2’ to create a multi-meeting room to another meeting room Press ‘3’ to drop all current multi-meeting rooms. Note: Meeting host is always allowed to access this menu.
Call Participant	If enabled, the invited participants will be called upon meeting start time.
Allowed to Override Host Mute	If enabled, participants will be able to unmute themselves if they have been muted by the host.
Email Reminder (m)	Email reminders will be sent out x minutes prior to the start of the meeting. Valid range is 5-1440. 60 is the default value. 0 indicates not to send out email reminders for the meeting. Note: After editing the time of a single recurrence of a scheduled meeting, a cancelation email will now be sent out followed by a meeting update email.
Auto Record	If selected, the meeting will be recorded and saved as either a .WAV or .MKV file. The default filename is meeting-${Meeting Number}-${UNIQUEID}. Recordings can be downloaded from either the Meeting Recordings or the Meeting Video Recordings page. Video recordings require external storage to be available. When recording a screen share, only the screen share and meeting audio will be recorded. Note: Please note that UCM63XX Audio Series doesn't support Screen Sharing, Whiteboard, or PDF file sharing.
Enable Google Calendar	Select this option to sync scheduled meeting with Google Calendar. Note: Google Service Setting OAuth2.0 must be configured on the UCM630X. Please refer to section [Google Service Settings Support].
Meeting Agenda	Enter information about the meeting, e.g., the purpose of the meeting or the subjects that will be discussed in the meeting.
Invitees	Local extensions, remote extensions, and special extensions are supported.

The list of meetings will be shown as below

The Meeting History section is showing the list of ended meetings:

From this section, Users can download the meeting report by pressing on Download icon next to the meeting entry:

The meeting reports is on PDF format and contains various meeting information and statistics such as the number of attendees and the Device type from which the attendees were accessing the meeting from.

Users can also Reschedule the meeting by pressing on Reschedule icon and then enter the new meeting details:

Users can also Delete the meeting from Meeting history by pressing on , and view the meeting details by pressing on button, as shown in the below figure:

Synchronize Meeting Schedule with Google Calendar

There are two ways to authorize the synchronization of the meeting schedule with the google calendar of your account:

OAuth2.0 Authentication
Google Calendar Authorization

OAuth2.0 Authentication

Please refer to following steps:

Go to the Google Developers Console (https://console.developers.google.com/project).
Select a project or create a new one.
In the sidebar on the left, expand APIs & auth. Next, click APIs.
Select the enabled APIs link in the API section to see all the enabled APIs. Make sure that “calendar API” is on the list of enabled APIs. If you have not enabled it, select API from the list of APIs, then select the enable API button for the API.
In the sidebar on the left, select “Credentials”. Click “Create New Client ID”.
Select the installed application type for your project and enter any additional information required. Click create Client ID.
Copy the “OAuth2.0 Client ID” and “OAuth2.0 Client Secret” to the UCM’s web GUI under Call Features 🡪 Multimedia Meetings 🡪 Google Service Settings, and click “SAVE”.

Google Calendar Authorization

Please refer to following steps:

Access the UCM6xxx web GUI 🡪 Call Features 🡪 Multimedia Meetings 🡪 Google Service Settings.
Click “Get Authorization Code” to obtain authentication code from Google Service.
Enter the Google account and password (Note: please make sure the account on authorization page is correct, if you have logged in other account, please log out then log in again).
Click “Accept” on authorization page.
Copy the strings returned by Google authentication server under “Authorization code” input field, and click the “Authorization” button.

Once the google account is authorized, it will be displayed under “Authorized Account” and it will be connected with Google Service.

Important: Users can also configure the Status update, which refresh automatically your Google Calendar with the configured time (m). (Note: “Zero” means disable).

Join a Meeting

The UCM630x allows users to dial the meeting number to join the meeting. If the password is required, users need to enter the password to join the meeting as a normal user, or enter the Host password to join the meeting as administrator.

Manage the Meeting Room

The following steps allow to manage meeting rooms using the web GUI or IVR during a meeting call.

Manage The Meeting room from Web GUI

Access the UCM630x web GUI during the meeting call and go under Call Features 🡪 Multimedia Meetings and choose your Meeting room. The following operation can be done

Click on $C:\Users\DOCTeam_LAB3\Desktop\ucm screenshots\conferencing\5.PNG$ to kick a participant from the meeting.
Click on $C:\Users\DOCTeam_LAB3\Desktop\ucm screenshots\conferencing\6.PNG$ to mute the participant.

Manage Meeting Call from IVR

During the meeting, meeting participants can input * to enter the IVR menu for the meeting. Please see options listed in the table below.

Meeting Administrator IVR Menu
0	Change your role. Press 1 to change your role to participant.
1	Mute/unmute yourself.
2	Lock/unlock the Meeting.
3	Kick the last joined user from the Meeting.
4	Decrease the volume of the Meeting.
6	Increase the volume of the Meeting
7	Decrease your volume.
9	Increase your volume.
8	More options. 1: List all users currently in the meeting call. 2: Kick all non-Administrator participants from the meeting call. 3: Mute/Unmute all non-Administrator participants from the meeting call. 4: Record the meeting call. 8: Exit the caller menu and return to the meeting.
Meeting Paricipant IVR Menu
0	Change your role. Press 1 followed by the host password to become meeting host.
1	Mute/unmute yourself.
4	Decrease the volume of the Meeting.
6	Increase the volume of the meeting call.
7	Decrease your volume.
9	Increase your volume.
8	Exit the caller menu and return to the meeting.

Invite Other Parties to Join The Meeting

While the user is in the meeting, he/she can invite other users by clicking on

From the list of extensions, please select the extensions you want to invite to the meeting, then click “Invite”

Meeting Recordings

The UCM630xx allows users to record the meeting call and retrieve the recording from web GUI🡪Call Features🡪Multimedia Meeting🡪Meeting Recordings.

To record the meeting call, Users need to enable Record Meeting option while creating a new meeting room or when scheduling the meeting.

When the meeting starts, the call will be automatically recorded in .wav format. The recording files will be listed under Meeting Recording as below once available. Users could click on $C:\Users\DOCTeam_LAB3\Desktop\ucm screenshots\conferencing\8.PNG$ to download the recording or click on $C:\Users\DOCTeam_LAB3\Desktop\ucm screenshots\time and holidays\4.PNG$ to delete the recording. Users could also delete all recording files by clicking on “Delete All Recording Files”, or delete multiple recording files at once by clicking on “Delete Selected Recording Files” after selecting the recording files.

MULTIPLE MEETING BRIDGES

The UCM630x support multiple Meeting bridges between different meeting (remote or local) rooms to essentially bridge two meeting rooms together reducing bandwidth usage as displayed on the following diagram illustration a meeting bridge between two UCMs in a peered scenario.

In the following scenario, we are using the UCM6302 and the GXP21xx as an example

During a meeting, please follow the steps below in order to bridge a meeting from your GXP21xx:

Press on ConfRoom Softkey.
Press on ConfMenu Softkey to access to the meeting menu.
Choose Bridge Meeting under option.

Enter the remote meeting’s number that you would like to invite and its appropriated password.

Users can also invite a local meeting room to join the meeting call by adding its room number under “Remote Meeting’s Number” field.

Click on “OK” to bridge meeting rooms.

Users can press on ConfMenu softkey afterwards and choose Unbridge All to unbridge the meeting.

MEETING SCHEDULE EXAMPLE APPLICATION

This chapter illustrates an example of configuring meeting schedule feature.

The sales director of the company “ABC” needs to organize a meeting and invite different sales managers to discuss different topics. We will assume the following:

Sales director needs to have a meeting room available on the extension number 6300 which will allow him to invite manually Sales Team members to discuss different topics.
Every Monday at 9 AM, the sales director will organize with sales team a meeting to discuss different topics and assign new tasks, the meeting room used to host this weekly meeting is 6301.

Configuring Meeting Room 6300

Please refer to following steps in order to configure the meeting room 6300:

Access the Web GUI of the UCM630x using the administrator username and password
Navigate to Call Feature 🡪 Meeting 🡪 Room.
Click on “Add“.
Set the extension number to 6300.
Press Save button to save the new meeting room.

Once creating the Meeting room 6300, the sales director can initiate the Meeting by dialing 6300 and inviting other participants. Please check Invite Other Parties to Join The meeting section in order to invite participants.

Enabling “Record Meeting” permits to record the meeting calls and retrieve them under Meeting recording.

Configuring Meeting room 6301

The Meeting room 6301 is programmed to host the weekly meeting, on the following steps we will create a new meeting schedule:

Access the Web GUI of the UCM630x using the administrator username and password.
Navigate to Call Feature 🡪 Meeting.
Click on “Add “.
Set the extension number to “6301”.
Press Save button to save the new Meeting room.
Access to Call Feature 🡪 Meeting schedule.
Click on “Schedule “.
Set the “Meeting subject”, choose Use Existing Meeting Room under “Meeting room option and select room 6301.
Configure the “Time” of the meeting, the Host number and the Invitees.
Since this meeting is planned for each week, configure “Repeat” to weekly.
Press Apply Changes button to save and apply the new settings on the UCM630x.

The meeting can also invite remote extensions available when the main UCM is peered with other UCMs or a special extension.

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