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Scheduling Meetings from the Chime Desktop Application

If you’re using Google G-Suite or another calendar program, or just want to use the Chime app, this article explains how to schedule Amazon Chime meetings. There are a lot of details provided below to help explain all the options, and most meetings are scheduled in just a few clicks.

Note: If you are using Outlook, the best option is to use the Amazon Chime Add-In for Outlook. More information on installing the add-in can be found in our Installation Guide for Administrators, and our Installation Guide for End Users.

  1. Start by launching the Amazon Chime App on Windows or macOS.
  2. From the launch pad at the top of the window, choose Meetings then Schedule a meeting to bring up the Meeting scheduling assistant.
  3. Choose your options listed below and when done click Next. Chime will remember the options you choose and present them the next time you access the Meeting scheduling assistant.
    1. Choose the Meeting type
      Select either to generate a new ID your personal meeting ID. We highly recommend choosing one of the Generate a new ID meeting types. The personal meeting ID was assigned to you when you created your Amazon Chime account and it is best used for adhoc personal meetings.

      If you are scheduling back to back meetings, external, or confidential meetings, choose the Generate a new ID option. Amazon Chime generates a special 10 digit meeting ID that you can use for a single meeting event or for a recurring series. There is no limit to how many new IDs you can generate.

      If you are scheduling a confidential meeting and you want to add a passcode that can be used to start the meeting or share host controls, choose the Generate a new ID and require moderator to start.

      Note: You can give your personal meeting ID a friendly name by navigating to Meetings and choosing My meeting bridge information from the menu and clicking on your Personalized ID.

    2. Decide who can join your meeting.

      The table below describes the options and related controls for who can join and who is locked out.

      Options selected
      Who can join? Who is locked out?
      When no options are checked:

      Attendees in the same company (based on the Amazon Chime account that the organizer belongs to) can join.

      Registered users whose Amazon Chime account is associated with an email that was invited to the meeting along with meet@chime.aws are allowed to join the meeting.
      Registered users outside the organizer’s company that are not invited, but try to join, receive a message that the meeting is locked and cannot join.

      Anonymous users trying to join receive a message that the meeting is locked and cannot join.
      When Attendees outside of my company who are signed in is checked:

      Any attendee that has the meeting ID and is signed into Amazon Chime may join the meeting.
      Attendees who are not signed in to Amazon Chime are locked out of the meeting.

      Anonymous attendees are locked out of the meeting.
      When both the Attendees outside of my company who are signed in and Anyone with the meeting ID are checked: Any attendee that has the meeting ID may join the meeting, including those that have not yet created an Amazon Chime account. Users that don’t have the meeting ID cannot join.

      Organizers, their delegates or moderators may also use the Lock host control to prevent any new attendees who are not invited from joining the meeting.

    3. Decide if attendees can use in-room video systems or dial-in to join.

      In addition to deciding which attendees are allowed to join a meeting, organizers may now determine if attendees are permitted to join from in-room video systems or dial-in attendees with the meeting ID.

      image.png

      In-room video systems

      • When In-room video systems is checked, attendees can join from an in-room system using the 10-digit meeting ID and instructions on how to join are provided in the attendee invitation.
      • When In-room video systems is not checked, attendees cannot join from an in-room system using the 10-digit meeting ID.

        Note: Amazon Chime generates a unique 13-digit meeting ID for each invited attendee when the meeting begins which can be used to join using an in-room video system when the In-room video systems join option is not checked. An invited attendee signed into Amazon Chime may obtain their 13-digit meeting ID by choosing the Dial-in tab when first joining the meeting from a client or by choosing the Switch to dial-in option under the More menu on Windows, macOS or web applications or under the Options menu on iOS or Android clients.

      • Dial-in
      • When Dial-in is checked, attendees can join by dialing in to the meeting. The organizer may choose to select countries from the list of toll or toll-free numbers and instructions on how to join are provided in the attendee invitation.
      • When Dial-in is not checked, attendees cannot dial-in using the 10-digit meeting ID.

        Note: Amazon Chime generates a unique 13-digit meeting ID for each invited attendee when the meeting begins which can be used to dial into a meeting when the Dial-in join option is not checked. An invited attendee signed into Amazon Chime may obtain their 13-digit meeting ID by choosing the Dial-in tab when first joining the meeting from a client or by choosing the Switch to dial-in option under the More menu on Windows, macOS or web applications or under the Options menu on iOS or Android clients.

  4. The Meeting scheduling assistant presents information to use to schedule your meeting.
    1. Choose Other as your calendar app.

    2. Click Copy addresses, navigate to your meeting invite and paste the contents in the To: field.

    3. Click Copy invitation and paste the contents in the invite description field.

    4. Choose I am done to dismiss the assistant.









  5. Add other details to your meeting invite, including recurring schedule, other attendees, meeting name, agenda, etc.

  6. Save and Send your meeting invite to all attendees. Be sure to confirm that the invite should be sent to external guests so that Chime (via the meet@chime.aws attendee) receives the information needed to start your meeting. We look at the .ics file to know when the meeting starts and ends, the name, who the calendar owner is (this will become the meeting Organizer), who to invite.

  7. A minute before the scheduled meeting starts, Chime will "ring" all registered Chime attendees to start the meeting. Other attendees can use the meeting link to join the meeting.

  8. If there is a problem with scheduling your meeting, (e.g. The meeting ID is not associated with the calendar owner, the calendar is a group calendar, the organizer does not have a Pro license), Amazon Chime will send a scheduling failure email to the organizer.
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Documentation

View the Amazon Chime User, Administration Guide and API Reference on the AWS Documentation site.

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