Webex is changing the integration and authorization methods for software using their APIs for Webex Meetings. Webex Trainings is not affected.


These changes will not alter the student experience. The teacher experience has one change, where they will be required to authorize MEETS with their Webex account the first time when hosting a session. Please see below for more information.

Admins will be required to update a setting in the MEETS admin platform. It can be done in a short amount of time with minimal downtime. Please see below for more information.

 

Detailed Information:

A: The user experience:

1) The student experience stays the same.

2) The teacher experience is identical to the way it is now, except for one case. When a teacher goes to host a session for the first time, Webex will prompt them to authenticate as follows: 

  • When hosting a session via MEETS, a window will open notifying the teacher that need to authorize MEETS with their Webex account . The window will show the email address that the Webex account is using. One should use that email address when logging into Webex. 

  • Pressing "Proceed" will open the Webex authentication page. followed by the window to authorize. The teacher  Press "Accept".

  • This authentication remains valid for 3 months from the session launch. If the teacher initiates another session within this 3-month period, the authentication period will be extended for an additional 3 months. However, if the teacher does not host a new session in MEETS within 3 months of the previous one, they will be prompted to authenticate with Webex again.


You can find the teacher instructions on the following page of the manual: 

https://cirqlive.freshdesk.com/a/solutions/articles/8000115402


B: Admin steps to update your platform:

The update to the MEETS platform is performed in 2 stages.

1) CirQlive updates your platform (about 15 minutes of downtime). 

2) Once your platform is updated, you authorize your MEETS account with a Webex admin account, as follows:

    a) Go to your MEETS admin platform. Press on the "Conferencing Accounts" tab, and press on "Setup"


   b) You will be taken to the Webex authentication page.  You will need to log in with a full Webex admin account. 

 


c) Webex will request accepting the permissions for the integration to work. Make sure to check "Only when ask when requesting new permissions"Once CirQlive enables the new Webex integration method (step 1), the Webex integration will not be available until the new integration method is authorized (step 2)


To minimize downtime, it is recommended to schedule a time to meet with CirQlive. In that meeting, CirQlive will update your platform and a staff member within your organization, who has administrative access in both Webex and MEETS Administration, will authorize the integration. As above, this is expected to take about 15 minutes.   

Alternatively, without a meeting, CirQlive can update the platform at an agreed time, and you can update the platform on your own, as explained in the manual page here:   https://cirqlive.freshdesk.com/a/solutions/articles/8000048801

As above, please note that once CirQlive enables the new Webex integration method (step 1), the Webex integration will not be available until the new integration method is authorized (step 2). 


As above, one needs to update the MEETS platform by April 1st. After this date, Webex will not support the past authorization.    Please contact tech-support@cirqlive.com to schedule a meeting.


FAQ:


Q) Are there any changes users are expected to see after changing the Webex authentication.
A) Non-host users are not expected to see any differences. Host users who wish to join via MEETS will be presented with an authorization prompt the next time they attempt to host a session. This authorization prompt is mostly a one-time occurance. If the host has not hosted a session via MEETS for more than three months, Webex will ask them to reauthorize the next time hosting after this duration.

Q) We use the teacher-substitute feature, will there be any disruptions with these changes?
A) Substitute teachers will continue being able to schedule sessions on behalf of other teachers as they did previously. However, they will not be able to host the session via MEETS if the primary teacher has not yet authorized hosting sessions via their account.

Q) Can substitute teachers continue to use a host key with sessions, if the teacher has not authorized hosting with their account via MEETS?
A) Yes. Substitute teachers still have access to the host key via the session information, and can use it to substitute as the host for a session.

Q) Are there any changes to the available Webex Services?
A) Yes. Webex will no longer be providing Trainings and Events, and instead offers Webinars. The Meetings service remains the same. Discuss with your CirQlive representative which services you want enabled.

Q) Will we continue to have access to previously scheduled Meetings, recordings, and attendance with this change?
A) Yes. Everything previously available with Webex Meetings should continue to be available, and upcoming sessions should not be disrupted.

Q) Does Webex Trainings and Events no longer being available affect any other data available within MEETS itself, such as notes, statistics or uploaded files?
A) No. All notes, statistics and files uploaded to MEETS will be available, even if Webex Trainings and Events isn't.

Q) What will happen if we don't make this update in time?
A) Users will encounter an error from Webex when trying to interact with it. An administrator will then need to make the appropriate changes as described above.


Please feel free to contact us if there are any questions. We are happy to be of help.