Below is a quick reference for setup:
1. Restart computer, close all background apps (like WhatsApp), and disable all system notifications.New Webex Hosts Setup
Cheat Sheet
For detailed Host setup document : https://tinyurl.com/CGSHostSetup
Softwares to be installed in your Windows / Mac Laptop
Webex - License provided by Chinmaya Mission - to be activated.
OBS - download & install (choose Recording option)
How to use Webex:
For attending meetings, just click on the meeting link received and use the desktop Webex App on your computer to attend.
How to use OBS:
Set up 3 sources on OBS in the second bottom panel from the left.
Webex meeting window grid (Display Capture)
Audio Input capture
GMT time & heading text (width-2100, height-100) for the meeting by clicking - https://webex-usa.chinmayavrindavan.org/gmt-clock
Optimize OBS settings (Output and Video) for recording
For the actual recording of the sessions, you need to do the following:
Close all windows except OBS and Webex App
Make sure all participants have video and Audio ON with their faces clearly visible.
All participants should be on a laptop. If they are on a phone (mobile device), they need to keep their phones horizontal so that their full face is visible on the screen.
In your smartphone or mobile device download the Pacer video to screen share to your participants-
https://webex-usa.chinmayavrindavan.org/pacervideo.mp4
Ask all participants to keep their speaker volume at 5% so that they do not get distracted by other chanters and follow with the pacer video.
For any additional information specific to Webex please log into this portal: https://webex-usa.chinmayavrindavan.org/
If you have any questions, please email to CGS-Tech@chinmayavrindavan.org
Event day Host Checklist (For Pacer video via Youtube Live streaming to participants)
- Turn off all notifications in the laptop, log in to the Webex app, and start your meeting.
- Post the CGS provided Youtube Live stream link for Pacer Video in your Webex meeting chat window.
- Guide the participants to open chat in Webex meeting and click on it to open the Live stream to follow when chanting starts streaming.
- Change your layout on the laptop to grid mode.
- Make sure all participant videos are ON and faces are visible in the center of the video.
- Check that every participant shows their full name on screen; if not, ask them to update their display name.
- Ask everyone to unmute audio and lower speaker volume to avoid distraction.
- Lock the meeting and disable Participant privileges under Meeting Options. For chanting #1, lock at 10:10 am EDT / 9:10 am CDT / 7:10 am PDT / 7:40 pm IST.
- Open the OBS app (setup ready), start recording just before chanting start time, then minimize OBS.
- At chanting start time, host chant along the pacer video via the Youtube live stream in their secondary device for self reference.
- After chanting, open OBS, stop recording, and minimize OBS.
- Unlock the meeting after chanting #1 so anyone who missed it can join.
- For chanting #2, lock at 10:30 am EDT / 9:30 am CDT / 7:30 am PDT / 8:00 pm IST.
- Repeat steps 9-11 for chanting #2.
- Thank participants and end the Webex meeting.
- Upload the OBS recording to the host portal: webex-usa.chinmayavrindavan.org/dashboard/uploads. Deadline: 1:00 pm EST / 12:00 pm CST / 10:00 am PST / 10:30 pm IST.
Event day Host Checklist (For Pacer video as Virtual Background)
- Turn off all notifications, log in to the Webex app, and start your meeting.
- Identify a co-host from your participants.
- Guide the co-host through setup.
- Ensure your layout is in grid mode.
- Make sure all participant videos are on and faces are visible in the center of the video.
- Check that every participant shows their full name on screen; if not, ask them to update their display name.
- Ask everyone to unmute audio and lower speaker volume to avoid distraction.
- Lock the meeting and disable Participant privileges under Meeting Options. For chanting #1, lock at 10:10 am EDT / 9:10 am CDT / 7:10 am PDT / 7:40 pm IST.
- Open the OBS app (setup ready), start recording just before chanting start time, then minimize OBS.
- At chanting start time, click Stop Video, then immediately Start Video, so the pacer video restarts from the beginning.
- After chanting, open OBS, stop recording, and minimize OBS.
- Unlock the meeting after chanting #1 so anyone who missed it can join.
- For chanting #2, lock at 10:30 am EDT / 9:30 am CDT / 7:30 am PDT / 8:00 pm IST.
- Repeat steps 9–11 for chanting #2.
- Thank participants and end the Webex meeting.
- Upload the OBS recording to the host portal: webex-usa.chinmayavrindavan.org/dashboard/uploads. Deadline: 1:00 pm EST / 12:00 pm CST / 10:00 am PST / 10:30 pm IST.
Webex co-host instructions(For Pacer video as Virtual Background)
Web conference management: host & co-host guide. Follow these steps in Webex so the host and co-host can run the session smoothly.
Open printable PDFPart 1 — Onboarding a co-host by the host
- Identify a co-host— Find a participant who is on a laptop or desktop.
- Open the participant list— Click the Participants icon.
- Assign the role— Locate the person's name, open the menu (three dots), and choose Make co-host.
Part 2 — Role of co-host: Managing the meeting
- On the host's video tile, open the menu (three dots) and select Move host to Stage.
- Set the layout to Stack mode.
- Turn off Show active speaker on stage.
- Turn on Synch my stage for everyone.
- After meeting is locked by the host, co-host removes the participants immediately when the lobby notification pops up.
Host Preparation - 10 Minutes
1. Review Essentials
- Understand your role as a Webex Host.
- Know when to start and stop recording.
- Review meeting flow for chanting.
- Hosts can access their meeting links directly via the Webex App once assigned, or through the online dashboard.
2. System Check
- Test microphone and camera.
- Use a headset if possible.
- Confirm stable internet connection.
3. Dry Run
- Start a test Webex meeting.
- Practice mute and unmute controls.
- Practice starting a recording.
Support
For technical support on WhatsApp or call:
- Goutham Puppala: +1 908 625 6672
- Pramod Gadilkar: +1 732 318 5560
- Darshan Shah: +1 678 428 4718
- Madhu Sringeri: +1 669 254 8653
- Arun Ravisankar: +1 267 432 2292
- Keshav Iyer: +1 908 625 5846
- Venugopal Nagarajan: +1 508 340 2383
Video Grid Size
Set the row and column layout shown in your Webex grid view.
8 x 8 grid = 64 participants
Grid Size Status: Saved. Default allocation is 25 participants if no grid size is set.
Video Recording File Upload Status
Status: Uploaded
Last upload: 2026-05-02 10-15-14.mp4 • 5/2/2026, 5:45:15 PM
