Webex Meetings

Cisco Webex Meetings is a programme used for virtual meetings. Participants in different locations can collaborate in real-time using audio and video conferencing.

The Cisco Webex portfolio Includes:

WebEx Meetings: web and video conferencing for up to 1000 participants
WebEx Events: large scale Webinars for up to 3000 participants with chat, polling and Q&A
WebEx Training: allows you to give online training with live instruction for up to 1000 participants

Getting started

To start using Cisco Webex you will need Google Chrome. You can download Google Chrome to your PC or laptop. Contact your local IT helpdesk if you need help with this.

You will also need a headset or earphones and a webcam. If you have a HSE laptop then a webcam is already installed above your screen. If you have a desktop computer instead of a laptop then contact your local IT helpdesk to order a webcam.

Joining a meeting

If you are invited to a meeting you will receive a link and dial-in information. You can attend a meeting on your desktop, Smartphone, through a Web App, or phone by clicking the link in the meeting invite or dialing in.

You don’t need a Webex account to attend a meeting. You only need an account if you want to create a meeting, this means you are the host of the meeting.

You don’t have to download the App. You can select “Join from Browser” on the window that opens when you click on the link in your meeting invite.

Get started with the Webex Meetings web app

Applying for a WebEx account/licence

To host a meeting you must complete an application for a Webex account.

Application form to get a Cisco Webex account here (online Microsoft office form, 11 questions)

Note: To access this form, you must have a healthirl domain account. If you do not, a colleague who has a healthirl domain account can complete the application form on your behalf.

WebEx Desktop App and Productivity Tools Plug-in

Once you have requested a WebEx account, get the WebEx Desktop App and Productivity Tools installed on your device (webpage link to National service desk application). The Productivity Tools are compatible with both MS Outlook and Lotus Notes and will allow you to create WebEx meeting requests directly from your calendar.

Each account is a virtual meeting room. If you have someone who schedules meetings for you or your team, think about how many meeting rooms you may need. If you have several meetings at the same time then you may need more than one Cisco Webex account.

Information on how to host a WebEx Meetings

Recording meetings on Webex Meetings

Clinical consultations should not be recorded. It is not permitted to record clinical consultations on any video conferencing platform.

In certain circumstances it may be necessary to record a video conference meeting, for example, a training course to be made available to those who could not attend.

When recording non-clinical video conferences, you must ensure you have the consent of all participants in advance. The meeting’s host should get this consent at the beginning of the meeting. You should tell the meeting participants if the recording is to be shared, for example, on YouTube. Sensitive or confidential information should not be included in these types of recordings.

As the host, you are responsible for the recording.

In Webex Meetings, when the host clicks the record button they get 2 options - to record to the Webex Cloud or to their desktop. Where possible, you should record directly to your HSE device. Where this is not possible, download the recording from the Webex Cloud as soon as possible after the meeting and store it on your HSE device. The recording should only be shared as agreed at the meeting.