Working with external people

Inviting external participants

Cisco Webex Teams makes it easy to invite external people to your Spaces and meetings alongside your New Zealand Police colleagues. However, caution is strongly advised when doing this to avoid leakage of classified information.

You must observe the following best practices when inviting external people to your Spaces:

Note: anyone without a police.govt.nz email address will be considered external.

Prefix “EXTERNAL - ” to the name of the Space as soon as you add external people. Note that a Space may start life with only internal people and have external people being added later.

Meetings with external people must be scheduled by New Zealand Police officers. Security features will prevent you from joining Webex meetings scheduled by external parties.

As soon as external people are added to a Space, an orange icon with an exclamation mark appears in the chat panel. This is a visual reminder to be cautious of the type of information being shared. Always check whether external people are present.

You must activate “Moderate Space” when external people are invited. Moderators are the only people who can invite others, internal and external, and make changes to Space settings.

To moderate your Space, follow these instructions:

Webex Teams desktop app

Open the Space you want to moderate.
Click the “i” icon in the top right of the Space.
Click Moderate Space then click OK in the pop up (you will be made a moderator).

To add additional moderators:

Select the Activity menu from the top left-hand corner of the Space.
Click the People icon and right click on the name of the person you want to make a moderator.
Click Assign as Moderator.

Webex Teams Mobile app

Open the Space you want to moderate.
Tap the name of the Space on top of the screen to open the Space details menu.
Tap the Moderate icon and tap OK (you will be made a moderator).

To add additional moderators:

Tap the back arrow to return to your Space.
Tap the Activity menu in the top right-hand corner of the Space.
Tap the People icon from the menu and tap the name of the person you want to make a moderator.
Choose Assign as Moderator from the menu.

Inviting people to a meeting who are not a member of a Space - Desktop only

Non-members invited to meetings scheduled in a Space will not become members of that Space. This means they will not see messages, files, whiteboards or the list of members in that space.

When non-members attempt to join the meeting, they will be placed in a lobby and will only be admitted to the meeting when a member taps Let In.

To invite people to a meeting when they are not a member:

Click the team Space and select the Activity menu.
Click the Meetings icon.
Select Schedule a meeting.
An Outlook calendar invitation will be created pre-populated with the email addresses of all members of the Space, internal and external. You can remove any that don’t need to attend.
Add the email addresses of non-members you wish to invite in the To field.
Click Send to schedule the meeting.