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Integrations: How to add the Cisco Webex integration to your LibCal system

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The Cisco Webex integration allows you to easily schedule online appointments and events with patrons through LibCal. This integration is a secure way of interacting with your connected Cisco Webex accounts.

To get started, you will need to work with your institution's Webex administrator to set up the integration between Cisco Webex and your LibCal system.

  • Step 1. An Admin user will need to register the LibCal app with Webex for your organization. You may want to ask the appropriate IT staff member do this.
    • Registering an app is what allows you to create Webex meetings via your LibCal system.
  • Step 2. Once the app has been registered, a LibCal admin will need to enter the Application ID and Application Secret (provided during the registration process) in your LibCal integration settings.
    • Please note: it may take a few minutes after the app is registered before LibCal will be able to communicate with it.
  • Step 3. After the integration has been set up and enabled, users can authorize the integration in their LibCal account settings. This will allow them to start scheduling virtual appointments & online or hybrid events using Webex.

Step 1. Register the LibCal app for your institution in Webex

Before you can enable the Cisco Webex integration for your LibCal system, a Webex administrator must first register the LibCal app for your organization. Once the app has been registered, you will receive a unique Application ID and Application Secret that you will enter in your LibCal Integrations settings to enable the connection.

A. Obtaining the Redirect URL

The first part of this step is to obtain your system's Redirect URL. A LibCal admin will need to do this part.

  1. Log into LibCal and go to Admin > Integrations.
  2. Click on the Online Appointments & Events tab.
  3. In the Cisco Webex box, you'll find the Redirect URL for your system.
    • If you will be completing the app registration yourself, leave this page open in a separate browser tab. You'll need to copy and paste this URL during the registration process.
    • Otherwise, provide this URL to the person completing the app registration.
the Redirect URL
Under the Online Appointments & Events tab, copy the Redirect URL in the Cisco Webex panel and provide it to your Webex admin.

B. Registering the app

The person who will be registering the app for your organization will complete the following steps. (This only needs set up once.)

  1. Visit the Cisco Webex for Developers site and log in with your Webex account.
  2. After logging in, click on your account icon in the upper-right corner of the page and select My Webex Apps from the dropdown menu.
My Webex Apps option
After logging into your Webex account, click on your account icon and select My Webex Apps from the dropdown.
  1. On the Create a New App page, click the Create an Integration button.
the Create an Integration button
On the Create a New App page, click the Create an Integration button.
  1. On the New Integration page, provide a name for your integration in the Integration Name field. (Users will see this name when authorizing the app.)
  2. In the Contact Email field, enter your email address (or the email address of the person who will troubleshoot issues with the integration).
  3. For the Icon, either select one of the default options or upload an icon (format and size limits are listed on the page).
  4. In the Description field, enter a brief description of the app (something like "Online meeting integrations for LibCal", for example).
the Integration Name, Contact Email, Icon, and Description options
Each integration is required to have a Name, Contact Email, Icon, and Description.
  1. In the Redirect URI field, enter the redirect URL provided in your institution's LibCal integration settings (see Section A above).
  2. For the Scopes, please enable the following access levels:
    • meeting:schedules_read
    • meeting:schedules_write
    • meeting:preferences_read
    • spark:people_read
  3. Click the Add Integration button at the bottom of the page.
the Redirect URIs and Scopes options
Enter the Redirect URI provided by LibCal and select the Scopes listed above. Then, click the Add Integration button.
  1. If successful, a confirmation page will appear listing an OAuth Client ID and Client Secret. Please copy and provide these to the LibCal admin to complete the integration setup in LibCal (see Step 2 below).
    • Note: you do not need to submit your app to the Webex App Hub for this integration to work.
the Client ID and Client Secret fields
On the confirmation page, copy the OAuth Client ID and Client Secret and provide them to your institution's LibCal admin.

Step 2. Enable the Cisco Webex integration in LibCal

Once the Application ID and Application Secret have been obtained during the app registration process, the LibCal Admin will use these to enable the Webex integration for their LibCal system.

  1. Log into LibCal and go to Admin > Integrations.
  2. Click on the Online Appointments & Events tab.
  3. In the Cisco Webex box, enter the Client ID obtained during the app registration process.
  4. Enter the Client Secret obtained during the app registration process.
  5. Use the Enable Online Meetings with Cisco Webex toggle to turn the integration on or off.
    • When Enabled, individual users will still need to authorize the LibCal app before using Webex.
    • When this option is set to Disabled, this will turn the Webex integration off for all LibCal users.
  6. Click the Save Settings button.
    • Please note: it may take a few minutes after registering the app before LibCal will be able to communicate with it.
    • If you receive an App ID or Secret is incorrect error message, and you just registered the app with Webex, please wait several minutes and try again.
the Client ID, Client Secret, and Enable Online Meeting with Cisco Webex options
Enter the Client ID and Client Secret. Then click the Enabled button and save.

Step 3. Each user authorizes the Cisco Webex integration

After an Admin has enabled the integration in your site, each Appointments user will need to authorize LibCal to create meetings with your Cisco Webex user account. This can only be done on a user-by-user basis in their personal LibCal account settings.

  1. Log into LibCal and click on your email address in the navigation bar. This will take you to your personal LibCal account settings page.
  2. Click on the Integrations tab.
  3. Under the Integrations tab, in the Webex: Online Appointments & Events box, click the Authorize with Webex Account button. If you are not already signed into your Webex account, you'll be prompted to do so.
the Authorize with Webex account button
Access your account settings by clicking on your email address in the navigation bar. Then, go to the Integrations tab and click the Authorize with Webex account button.
  1. If you have not already approved the app before, Webex will display a screen asking you to review the app's permissions. Click the Accept button to continue.
the Accept button in the permissions prompt
When prompted by Webex, click the Accept button to authorize the LibCal app.
  1. After you've successfully authorized the LibCal integration, you'll be taken back to LibCal where an automated test will be run to ensure that the connection between LibCal and Webex is working. (You may receive an email about a cancelled meeting after the testing completes. This is normal.)
the Testing Integration screen
After authorizing the app, LibCal will run a quick test to ensure your integration is working properly.
  1. If the test is successful, you'll see an "Authorized by Webex account..." message and a time stamp of when the authorization token was last refreshed.
    1. To disable your Webex integration, you can return to this page at any time and click the Remove Authorization button. This will prevent new online meetings from being scheduled with your Webex account.
the authorized confirmation message and remove authorization button
If successful, you'll see a confirmation message in your Webex integration settings. You can return to this screen at any time to remove the authorization for your account.

Disabling the Cisco Webex integration

Admin users can completely disable the Cisco Webex integration for all users, while individual users can disable it for their personal LibCal accounts. Please note that when an admin disables the integration for all users, then Webex will no longer be available for scheduling online appointments and events. This will not cancel any previously-created events or appointments, however.

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