Choosing Participants for the Meeting
You can choose participants for a meeting, or leave it open to all users. When you choose participants, the meeting is restricted to those people; only they can see the meeting listed in the Meeting Center. This option is a good choice if you only want specific people to see information about the meeting and to attend the meeting. This option is particularly secure because everyone who attends the meeting must log in to Lotus Sametime with a user name and password and only the people listed will be able to join the meeting.
Choosing participants for a meeting does not invite those people to the meeting. You must e-mail the participants and send them meeting details containing a link to the meeting, the meeting name, and the start time before anyone can attend the meeting. If your system administrator has enabled e-mail meeting details notification, you will automatically be sent meeting details when you schedule a meeting. If none of these details are confidential, you can forward this information to the meeting participants.
To choose participants:
- Click "Restrict the meeting to the following people" on the People tab of the New Meeting page in the Meeting Center.
- Click "Add or Remove People".
- Enter a name or group in the "Search for person or group" field. You can enter a last name in the field, or you can enter a last name followed by a first name.
- Click Search.
- Select the appropriate name or group in the box.
- (Optional) To see the names of people in a group, select the group and click Contents. View the members of the group in the Group Contents dialog box and click OK.
- Do one of the following:
- To choose the selected person or group as a meeting participant, click Add. The name or group is added from the "Restrict To" box on the right of the dialog box.
- To remove the selected person or group from the list of meeting participants, click Remove. The name or group is removed from the "Restrict To" box on the right of the dialog box.
- Repeat steps 2 - 7 until you have selected all participants for the meeting.
- Click OK. The names of the participants appear in the "Restrict the meeting to the following people" list.