Webex Assistant for Webex Rooms

Webex Assistant for
Webex Rooms

Webex Assistant for Rooms: empowers people to naturally engage with a meeting space by using their voice to accomplish a range of tasks. It can start a scheduled meeting, join a Webex Personal Room, or call anyone in the company directory just by saying their name.

In this section you'll find:

Guidance on technical readiness
Driving adoption of Webex Assistant for Rooms
Shareable use cases
Communications and assets
Best practices

Technical Readiness

Driving Adoption

Use Cases

Communications

Best practices

Webex Assistant for Webex Rooms
Technical Readiness

Technical Readiness

Simplify your team’s meeting experience

Enabling Hybrid Calendar Services will bring the full power of the Webex Assistant to your team. Connect your calendar so your team can check the availability of a room, ask the assistant to join a scheduled meeting, or join a meeting by just saying "yes" with Proactive Join.

Learn how to enable Hybrid Calendar Services.

To turn on Webex Assistant, go to your Cisco Webex Control Hub and check the Cisco Webex Assistant checkbox.

Once Webex Assistant is turned on, an indicator will be displayed on the 'Overview' tab.

For on-premises deployments, Webex Edge provides a path to Cognitive Collaboration. Learn more.

Technical Readiness

What users will see

Five minutes before a meeting.

Webex Assistant will display and process spoken commands.

Say “OK Webex” or "Hey Webex" and Webex Assistant will start listening.

Webex Assistant will respond to spoken commands.

Adjusting device settings

Technical Readiness

If users need to turn Webex Assistant on or off, they can do so from the Settings page on the conference room’s touchpad or the Advanced Settings page on the Webex Board.

Please reach out with questions or suggestions by saying “OK Webex, send feedback.”

More resources:

The best resource for your team:

Get Started with Webex Assistant

Driving adoption of Webex Assistant for Webex Rooms

Adoption Checklist

Driving adoption

Use this checklist and guide to get support from your employees, create awareness, and stimulate demand. Your time is precious, so you don’t have to do everything, just what you have time for that makes the biggest impact.

What?	How?	Effort
Find champions to help you promote Webex Assistant for Rooms	Identify influencers within your organization. Ask them to promote Webex Assistant for Rooms in meetings and messages.	1 hour
Send an email to all employees	Download the emails included in this pack and share them to let people know Webex Assistant for Rooms is coming.	45 mins
Share posters and flyers	Print the included posters and hang them up around the office	1 hour
Share the quick start guides in the room	Print copies of the quick start guide for each meeting room with a compatible device. If your building has digital signage, utilize that as well.	1 hour
Share the use cases with your teams	Download the use cases in this pack to show how Webex Assistant for Rooms helps your users. Print or email them to your colleagues and showcase them on your intranet.	1 hour
Use promotional assets and videos	Showcase the promotional banner ads on your intranet and link to the quick start guides.	30 mins
Host an adoption power hour to get people involved	Invite people to join you in meeting rooms around the business to showcase Webex Assistant for Rooms. Print out use cases and quick start guides to help promote the launch.	2 hours

Driving adoption

Share the quick start guide to help your team get started

On the next page, you can download an at-a-glance guide to help your team get started using Webex Assistant.

Quick start guide

Driving Adoption

Download the guide

Webex Assistant for Webex Rooms Use cases

Share inspiration with your team

Use cases

Download the 'Join a meeting' use case here

Download the 'Voice assistant' use case here

Download the 'Calling colleagues' use case here

Use cases

Download the 'Try Spelling' use case here

Download the 'Saying Yes!' use case here

Webex Assistant for Webex Rooms Communications

Coming soon
email

Communications

Download email templates for Windows and Mac

Launch email

Communications

Download email templates for Windows and Mac

Posters and flyers

Communications

Print the promotional poster to share throughout your office.

Print and share this two-sided flyer with your team, or display it on your office’s digital signage.

Click here to download the poster

Click here to download the flyer

Online banners

Communications

Share these banners throughout your intranet and link them to digital versions of the quick start guide.

Click here to download the online banners .zip folder

Communications

Promotional Video

Share this video to promote Webex Assistant

Best Practices for Webex Assistant for Webex Rooms

Overview of Webex Assistant for Webex Rooms

Best Practices

Webex Assistant works best when you can be seen and heard clearly. Think of Webex Assistant as your co-worker. If you want to chat, work, and collaborate together, you’ll want to do so in a way that facilitates the best possible communication and isn’t disruptive to your neighbors.

Say “OK Webex, what can you do?” to learn new commands.

Best Practices

Room setup and device placement

Room setup

Make sure the microphones are dispersed in the meeting room space
Use a combination of table and ceiling microphones for larger meeting room spaces
Make sure that the camera captures a view of the whole meeting room or where participants will be sitting

Device placement

Set up the device away from the door or locations with lots of chatter
Be aware of device proximity and how close it is to employee workstations
Adjust the volume to be appropriate for your meeting room space

Need more help?

Reach out to your partner or success manager for additional information on how to improve your room setup.

Set up your meeting with Webex Assistant for Webex Rooms

Best Practices

Maximize your meeting experience with scheduling keywords

As you move through your busy day of meetings, using Proactive Join and One Button to Push (OBTP) will smooth the transitions. Use scheduling keywords to get the most out of your Webex Assistant experience.

*This requires Hybrid Calendar Services to be enabled for your organization.

Scheduling a meeting for best Webex Assistant experience:

1. Create a meeting and add invitees

2. Add one of these keywords in the Location field:

@webex, @webex:myroom or @meet:myroom creates a meeting in your Personal Room
@meet, @webex:space or @meet:space creates a new space and a Webex meeting

3. Add a specific room device as a location or room resource to the meeting.

4. Use OBTP to start your meeting, or just say "Yes" when Webex Assistant prompts you to join.