Provisioning - Allow users to create spaces

As part of provisioning you can decide which web app users will be allowed to create which types of spaces. This is done by assigning space templates to specific user imports, or to groups within a user import.

On the Provisioning page, Allow users to create spaces tab, you can create space templates and assign them to specific groups of web app users.

Limitations

  • The user who creates a space is not assigned any of the roles that you define in Meeting Management. The space creator, who is also the space owner, will receive the default call leg profile for the space.
  • The user who creates a space will be a member of the space.

  • All members of a space will get the same call leg profile as the user who created it.

  • When you make changes to a template, not all changes are applied to existing spaces.

    New Participant role settings and Space template settings are applied to existing spaces. Other template changes, such as adding or removing roles, do not affect existing spaces.

    If you want to make changes to existing spaces, you can do this manually via the API.

    Note: spaces that have been automatically created but have not yet been activated by the user do not count as existing spaces. An automatically created space will have the settings applied that are valid at the time the user activates it.

  • The web app does not indicate to users if a template has been changed.

    We recommend that you update the name or the description when you make significant changes to templates that are already in use.

  • Meeting Management provides a small subset of possible space settings.

    If you want to configure additional settings to space templates you have created using Meeting Management, then you can use the Meeting Server API. See the Cisco Meeting Server API Reference Guide.

  • Templates that you have created or edited via the API will be visible in Meeting Management but you can only see the subset of the settings that can be edited in Meeting Management.

  • Some settings in Meeting Management are a combination of multiple API settings.

    We have combined some settings to make it easier to configure templates.

  • The settings you configure using Meeting Management will replace any existing settings when you commit them.

    This will only affect the specific settings that you configure. For instance, if you have defined a streaming URI for the space, this is not affected by settings you can configure from Meeting Management.

How to assign space templates to specific web app users

To create a space template:

  1. Go to the Servers page and click Set up provisioning.
  2. On the Provisioning page, Allow users to create spaces tab, click Add Rule.
  3. Choose a User import.
  4. Optional: Add a Filter.
  5. From the Chose space template drop-down, choose an existing template, or Create new template.

  6. If you chose an existing template, click Done and ignore the following steps.

    If you chose to create a new template, click Create space template and continue with the following steps.

  7. Enter a space Template name.

    This is the template name that users will see in the web app when they choose which type of space to create.

    Note: If you use special characters in the template name, then they may appear differently in status messages, displaying escape characters instead. The name will still appear correctly in the web app.

  8. Write a space Template description.

    This is the template description that users will see in the web app when they choose which type of space to create.

  9. Decide if different roles should be differentiated by their passcode, or if they should each have a unique URI and Meeting ID.

    URI is called video address in the web app.

    Note: The Meeting Server recognizes roles by a participant's access method, which can be either the weblink or a unique combination of URI and passcode. The Meeting Server will add auto-generated passcodes if they are necessary to tell roles apart, or if you set a minimum password length. web app users can add or change passcodes when they manage their spaces.

  10. Click Add role.

  11. Enter a Role name.

    This is the participant role name that web app users see when they choose which invitation details to send to someone.

  12. From the Visibility drop-down, choose the visibility scope for the template.

  13. Enter a Unique URI generator to define a rule for how the Meeting Server should generate the URI that participants with this role should use to access the space.

    The URIs are created based on the space name, the URI generator, and the domain. For example, if you entered $.host, and a user creates a space called The A team on the domain example.com, then the URI would be the.a.team.host@example.com

    Note: This field is disabled if you chose to use the same URI for all roles.

  14. Decide if you want to override the system default for minimum passcode length.

    If you ignore this setting, Meeting Management will choose to use the system default.

  15. If you chose to override the system default, enter a minimum passcode length.

    The default minimum length is 4 characters. If you do not want to require a passcode, then enter 0.

    Note: If you have chosen to use the same URI and numeric ID for all roles, and there is more than one role, then the Meeting Server will ignore that you have chosen 0.

  16. Click Next.

  17. Check the Make this role an Activator check box if you want participants with this role to be Activators.

    Activators can start meetings, and they can let other participants in from the lobby.

    If you are creating a host and guest space, we recommend that hosts are Activators and guests are non-Activators. If you are creating a team space where you want all participants to have the same role, then you should make them Activators.

  18. Configure permissions for the role.

    For each of the listed settings, you can check the Override check box if you want to override the settings that are configured for the default space call leg profile. The default call leg profile is defined by a combination of factory settings and settings defined via the API.

    To define a new setting, check the Override check box and choose the value that you want from the following options:

    Table 19: Options available while configuring permissions for the role
    Field name Description
    Maximum participants Set a maximum number of active participants in the meeting.
    Recording mode

    Choose one of the following options:

    Disable: Recording is disabled

    Manual: Users can start and stop recordings

    Automatic: All meetings in the space are recorded
    Locked by default Set if all meetings in this space will start locked.
    Passcode timeout (seconds) Set the number of seconds the Meeting Server will wait for participants to enter a passcode when prompted before falling back to a role without passcode. To disable the timeout, enter a value of 0.
    Video allowed Set whether to allow participant video in meetings in this space. Sharing presentation video is always allowed, even for audio-only meetings.
    Default video layout Set the default video layout seen by participants in this meeting.
    Behaviour when last activator leaves The experience of remaining participants in the meeting when the last Activator leaves.
    Allow change role Participants with this permission can change role
  19. Click Next.

  20. Repeat adding more roles until you have added all the roles you want in this space template.

  21. Use Default for dial out to select a default role for dial out participants during the meeting.

  22. Click Next.

  23. Define settings for the spaces that will be created from this template.

    To use the system value for a setting, leave the Override check box unchecked.

    To define a new setting, check the Override check box and choose the value that you want.

    Note: If you want to define other settings than listed here, then you can adjust the templates via the Meeting Server API. See the Cisco Meeting Server API Reference Guide for information.

  24. Click Done.

Note: Your changes will not be applied before you have committed them. After you have committed the changes, template settings will take effect immediately. Changes to LDAP server details and any changes that affect users will take effect next time the Meeting Server is synchronized with the LDAP servers.

Note: All changes to provisioning settings that you have entered in Meeting Management will be lost if you restart Meeting Management before the changes have been committed.