Scheduling Cisco TelePresence Rooms

1. Scheduling Cisco TelePresence Rooms TSBU Technical Marketing July 2008

2. Outline • Scheduling procedure without CTS-Manager • Scheduling procedure using Exchange 2003 and 2007 • Scheduling procedure using Lotus Notes Client • Scheduling Interoperability enabled Meeting

3. Without CTS-Manager… • No One button to push on the TelePresence Systems • No Scheduled Multipoint calls or resource management for CTMS • No concierge feature during an active call • No one place with dash board view of rooms and scheduled meetings

4. Flow chart of the procedure Use existing scheduling tool and procedure to reserve the rooms Multipoint call Point to Point call User walks in to the room and manually dial into the static meeting or uses the Favorites (speed dial) entries for static meeting #s User walks in to the room and manually dials or uses Favorites (speed dial) entry to initiate call Note: • For using concierge when CTS is not in a call, create speed dial entry • Manage the CTS endpoints individually using the CTS admin page

5. Set Favorites as your default screen Set Favorites as your default page in the CUCM endpoint profile One Button to Push to the favorite entries from the CTS Phone’s Interface

6. Larger Deployments Challenges • For larger deployments multipoint meetings becomes a challenge for the following reasons: • No optimization while choosing the CTMS resource for a meeting • No guarantee on the CTMS resources since its first come first serve

7. Microsoft Exchange 2003 Using Outlook Calendar, create a new appointment and reserve the rooms

8. Microsoft Exchange 2003 Send the outlook invite Note: For Microsoft Exchange 2007, follow the procedure to schedule the resources to enable one button to push.

9. Lotus Notes Client Open Notes Client, Go to Mail  “Switch to Calendar”  Schedule a meeting Click on the room icon to select TelePresence room resources

10. Lotus Notes Client Save and Send Invitations

11. Interoperability Scheduling After reserving the rooms using the scheduler, user gets an email from CTS-MAN CTS Manager

12. Meeting Coordinator Interoperability Scheduling Login to the CTS-MAN to enable interoperability Coordinatorgets a Video Conferencing Access Number

13. Meeting Coordinator Email for Interop meeting Coordinatorgets a confirmation email with video Conferencing Access Number. Forwards this email to attendees joining from video conferencing end-points.

14. CTMS Cisco TelePresence rooms get One Button to Push CUVC Video conferencing units dials the video conferencing access number Initiating the meeting