Overview
The conference room standard at UW Health is a large TV display with a Cisco video endpoint. This allows meetings to use the large screen to display computer content and presentations. The Cisco device has a camera, microphone, and speaker and is used to connect the room to online meetings. This includes video meetings like Webex meetings or can call into audio teleconferencing meetings.
Scheduling the Conference Room
UW Health staff can schedule a conference room in Outlook by finding the room’s calendar and sending the meeting invite to the room. For online meetings this also adds the meeting to the Cisco device. When your meeting is scheduled to start a join button will appear on the room’s touch panel. SMPH staff can conference rooms using Microsoft Room Booking and scanning the QR code in the room. See page two for more details on scheduling.
Using the Conference Room
When you enter the conference room the system will wake up automatically and turn on the TV display. Use the touch panel on the conference room table to control the room.
This Cisco touch panel allows you to make a call using the Call button (dial the same as our Cisco phones), share your screen using the Share Screen button, or connect to a Webex meeting using the Webex button.
| Sample room | Cisco Touch Panel |
Conference rooms have a UW Health PC in the room or an HDMI cable to physically connect a laptop. You can also share wirelessly using the Webex app on your laptop or using the Webex Share webpage (share.webex.com).
To screen share wirelessly tap the Share Screen button and then tap Webex Share. You will see a code on the touch panel. On your laptop open your web browser (Google Chrome) and go to share.webex.com. Enter the code to connect and then enter the security code that will be shown on the TV display to wireless share your screen.
When in a call or online meeting using the Cisco touch panel to adjust the volume in the room and mute or unmute the room microphones.
Assistance
For any technical issues or questions on the conference rooms please open a ticket with the IS Service Desk.
Scheduling Conference Rooms with uwhealth.org email
To schedule a conference room use Microsoft Outlook and when you schedule the meeting add the room as a resource in the meeting invite. This will reserve the room for you along with notify the attendee where the meeting’s physical location will be. If an online meeting using Webex add the Webex meeting details to the invite. Your meeting will then appear on the room’s touch panel when it is time to start your meeting to make it easy to join.
Scheduling Conference Rooms with wisc.edu email
If you do not have a uwhealth.org email address you can use Microsoft Room Bookings to reserve the conference rooms. Below is a list of all conference rooms and the Microsoft Room Bookings link.
Click the link to open a web page and reserve the room.
The web page form will ask a few questions and allow you to schedule the room:
- Meeting length – choose from 30 minutes, 1 hour, 2 hours, or hour hours.
- Date and time – select the date and start time.
- Enter your name, email, and phone number.
After completing the form click ‘book.’
Microsoft Room Bookings Links