Webex Hands-On labs in conjunction with Webex Training allow for remote learners to access remote desktop applications hosted in Labs on PCs on St. John’s Campus. Hands-On Labs can be done in 2 options, in-session to be used during the scheduled training and in an on-demand fashion where they can be accessed outside of a session during reserved times. Below will be instructions on how to setup Hands-On Labs in both fashions. The most updated instructions regarding setting up Hands-On Labs provided by Cisco Webex can be found here.




Logging into Webex Training


  1. Log in to Webex, more specific instructions can be found here

  2. Once logged in to Webex, click the Webex Training link in the bottom left of the Webex home page.

  3. You will now be taken to the Webex Training page.



In-Session Hands-On Labs


Reserving Computers for In-Session Hands-On Labs


This is instructions for reserving computers for an In-Session Hands-On Labs through Webex Trainings. For instructions on how to set up a Scheduled Webex Training Session, please refer here.

  1. During a Webex Schedule Training Session Setup, you’ll see an option under In-session Hands-On Lab (red box below).

  2. To enable In-session Hands-On Lab, click the radio button labeled Reserve computer from lab under Hands-on lab reservation (green circle below).

  3. Using the dropdown, select which lab you would like to reserve (red arrow below).

    a.Labs may have differing software, so choose according to your needs.

  4. In the Number of computers: text box, enter the number of computers you need to reserve.

  5. Click the Check Availability… button (blue box below), and a new window will open showing the availability for that specific lab during the time(s) and date(s) selected for your Webex Training.

         a.You can close the popup window when you are done by hitting the Close button.




   6.Back in the Webex Scheduled Training Session setup window, the box labeled Reservation status: will list a brief overview of the status of computers within the selected lab so you can see them at a glance. You can always see a more complete listing of availability by hitting the Check Availability… button again at any time.

Note : Labs may have differing software installed. Please check that the software you are looking to use is installed on the lab machines you want to reserve prior to reserving.

Starting an In-Session Hands-On Lab


This feature is built into Webex Trainings. To learn how to set up a Webex Training click here. Hands-On Lab computers can be accessed as part of an In-Session scheduled training 15 minutes prior to their scheduled time.

  1. In a scheduled Webex Training Session, click the Lab tab at the top of the Webex Training Window and click the Start Hands-on Lab… button

  2. A window will appear with some options you can choose as the host for this Webex Training. Under Computer Allocation (blue box below) you can check either

            a.Allow attendees to choose computers which will allow participants to pick from the pool of reserved computers for this In-Session Hands-On Lab
            b.Assign attendees to computers manually or use lab pre-assignments which will allow you to manually assign participant(s) to a specific machine


   3.  If you wish to record the remote computer’s display, you can check the Record remote computers automatically when participants connect checkbox (green circle above) Please note, recordings are saved on the local machine and depending on computer configuration will be saved on the User’s profile preventing access later by the trainer.

  4.  Click the Start button to either allow participants to select machines or for you to assign participants to machines.

  5.  If you choose the Assign attendees to computers manually or use lab pre-assignments option you will see which machines are available in a new window.


    6.  To assign participants to specific computers, click the Assign Computers… button (red button above).

    7.  A new window will appear listing all the participants that are not assigned to a computer as well as all available computers.



  1. To assign a participant to a computer, click that participant’s name (purple arrow above).

  2. Next, click a computer from the list under Computers: (red arrow above).

  3. Click the Assign button (blue button above) and that user will be assigned to that computer.

    1. If that participant is the only one assigned to that specific machine, they will automatically be the one to control that computer.

    2. If you wish to assign more participants to one computer, you can designate which one can control the computer by clicking their name when assigned to a computer and click the Give Control button (blue box above).

  4. Repeat this process until all participants are assigned to a machine. Then click the OK button (green arrow above)

  5. Back on the Start Hands-On Lab Confirmation screen click the Done button (red arrow below).

  6. To launch the remote computer, in Webex Trainings, click the Connect button (red arrow below) in the bottom right of the application window.


    1. You can always re-assign users by clicking the Assign… button (blue arrow above) in this same area


Hands-On Lab Recording Option


  1. In a scheduled Webex Training Session, click the Lab tab at the top of the Webex Training Window


  2. At the bottom of the list of options, click the Hands-on Lab Options button

  3. A new window will open. If you wish to record participant computer displays, check the Record remote computers automatically when participants connect checkbox (green circle below).

    1. By default, this option is NOT enabled.

    2. If you are recording participant displays, it is recommended you ensure the remote machine has enough storage space that you copy and paste the desired directory path into the Record to folder on remote computer: if an alternate directory path is desired.

  4. Click the OK button (red arrow above) to enable these options.


Exiting an In-Session Hands-On Lab


  1. When it is time to disconnect from the remote computer, ensure that you and your participants backup any files to cloud storage like OneDrive.

  2. Click the Windows Start button in the bottom left of the display window

  3. Click the User button directly above the power button icon (red box above).

  4. Click the Sign out button (blue arrow above)

  5. Wait until you see the login screen for the computer.

    1. If prompted click the Sign out anyway button


  6. Move your cursor to the top of the display window and a menu will pop down.

  7. Click the dropdown arrow on the right side of this pop-down menu (red arrow above).

  8. Click the Leave Hands-On Lab Session button and you’ll be disconnected from the PC and returned to the Webex Training application window.


On-Demand Hands-On Labs


Reserve Computers for On-Demand Hands-On Labs


This is instructions for reserving computers for an On-Demand Hands-On Labs through Webex Trainings. This allows students to access computers remotely outside of a scheduled training session but within time limits set by your reservation time.

  1. On the Webex Training screen, select the Hands-On Lab link under Host a Session in the left sidebar.

  2. You’ll now be taken to the Hands-On Lab page. To gain access to On-Demand Hands-On Lab machines, you will need to Reserve Computers by clicking on the corresponding link for that lab

  3. Clicking on Reserve Computers will open up a scheduling window like below.

  4. Under Topic: Enter a topic or name for your lab session.

    1. This will be visible on the public calendar for other people to see and plan their reservations

  5. You can change the lab machines you are reserving by clicking the dropdown next to Reserve computers from lab:

  6. Clicking the Lab Info… button will open up a window and display information provided about that lab including a description and number of total machines in that lab.

  7. Clicking the View Lab Schedule… button will open another window showing the schedule for the selected lab.

    1. Hovering your mouse over a scheduled reservation or blank space will show more information about that reservation


  8. Under Number of computers: enter the number of machines you are requesting to reserve

  9. Under Starting time: use the dropdowns to pick the date and start time that you want to reserve machines for.

    1. By default, all reservations are made in New York Eastern Standard Time or New York Eastern Daylight Time depending on the time of year. You can change this by using the dropdown titled Time zone: and selecting the appropriate time zone.

  10. Under Ending time: use the dropdowns to pick the date and end time that you want to reserve machines for.

    1. By default, all reservations are made in New York Eastern Standard Time or New York Eastern Daylight Time depending on the time of year. You can change this by using the dropdown titled Time zone: and selecting the appropriate time zone.

  11. Under Total time limit per attendee: this is where you can set the reserved amount of time each attendee can access a machine.

    1. IE you schedule a 4-hour start and end time block in which participants can access the lab but only for 1 hour to complete a given task.

  12. Once you have made all your changes, click the Reserve button to reserve your requested lab machines. You will see a confirmation screen following your reservation as well as a confirmation email will be sent to you.

  13. Click the Invite Attendees button to invite attendees to use the reserved lab machines. You will see the following screen.


  14. If you have a Scheduled Webex Training session that you would like to add lab computers to, you can click the Select Live Sessions… button (blue box above) and then in the corresponding popup select the Scheduled Webex Training, otherwise enter the attendees' email addresses with a comma or semicolon between each in the text box (red box above).

  15. Once you have all your participants entered, click the OK button in the bottom right (red arrow above).



Attending an On-Demand Hands-On Lab


Attending an On-Demand Hands-On Lab is easy and simple. When you create a session, a link will be emailed to you.

Accessing via Email Link

  1. Both the organizer and attendees who are invited via the Invite Attendees option (see Reserve Computers for On-Demand Hands-On Labs section steps 13 onwards) will receive an email from Webex with the information for the session as well as a link to join the session.

  2. At the time of the On-Demand Lab, click the link and it will open your default browser on your computer and take you to the Session Information page in Webex. Click the (Attend lab now) link to join the lab.

  3. Webex will then launch and present you with the login screen

    1. If you are presented with a windows lock screen, you can hit the Switch User button in the bottom left of the window to change to the right login window.

  4. Log in using your St. John’s University NT Username and Password



Accessing an On-Demand Hands-On Lab from Webex Training Webpage

  1. In Webex Training, click the Hands-On Lab link

  2. Click the My Reservations tab

  3. Click on the link below Session Name in the My Reservations tab to be taken Session Information page

  4. At the time of the On-Demand Lab, a link will appear titled (Attend lab now), click that to launch Webex.

  5. Webex will then launch and present you with the login screen

    1. If you are presented with a windows lock screen, you can hit the Switch User button in the bottom left of the window to change to the right login window.

  6. Log in using your St. John’s University NT Username and Password


Exiting an On-Demand Hands-On Lab


  1. To exit from a Hands-On Lab, close out any open applications you are using on the desktop

    1. Make sure to save any work to cloud storage like OneDrive so you can access it remotely later if need be.

  2. Click the Windows Start button in the bottom left of the display window

  3. Click the User button directly above the power button icon (red box above).

  4. Click the Sign out button (blue arrow above)

  5. Wait until you see the login screen for the computer.

    1. If prompted click the Sign out anyway button

  6. In the lower right of your display will be a floating Hands-On Lab window like below, click the Leave Lab button to disconnect

  7. When prompted, click the Yes button



Resizing the Hands-On Lab Screen Size


In some cases, the machine you connect to may have a screen size that does not match your local machine and it may be necessary to change the display resolution. To do so, follow the instructions below:

  1. On the Windows desktop, right-click and select the Display settings option


  2. This will open the Display settings window. Click on the dropdown under Resolution and select a smaller resolution like 1920 x 1080 or 1920 x 1080 (3D) depending on the machine you’ve connected to.

    1. Most standard screen sizes will be 1920 x 1080. If the display looks too small after changing you can choose a different size until it fits your local display best.

  3. The display resolution will now change. If the display looks correct, you will need to verify it by selecting the Keep changes button (red arrow below).

  4. If you are happy with your screen size, you can close out of the settings window.