To create your account you can use the meetingRoom dashboard, you can find that by clicking here.

Login into the meetingRoom dashboard.

Here you will find your virtual meeting rooms and user details. 

This is where you can:

• Invite and manage your team
• Upload your PDF files

Go to your dashboard and click on the icon to invite members in on the right of the screen.

Enter their name and email.

The user will get an activation email to let them setup their password and then they can download the appropriate software for the platform or device they are on.

Go to your dashboard and click on the icon to upload a document to your room.

Upload the document to the dashboard, then submit the document to your room.

The document will then appear in your room.

Right now this is limited to PDF files.

When you need to reset your password please click on this link.

meetingRoom works for any of your devices right off the shelf.

We work with the following:

• iOS
• Android
• OSX
• Windows
• HTC Vive
• Oculus
• Rift
• Windows Mixed Reality
• Oculus Go
• HTC Vive Focus
• Pico headsets
• All Wave supported devices

From desktop, you can use your keyboard to move.

You can use your arrow keys to move forward, back, left and right.

For the gamers out there, you can use AWSD.To look around, you your mouse.

Hold shift to lock screen to allow your cursor to move freely.

To get started, you can find meetingRoom in the App Store on your iPad.

You can also install from the following link:
meetingRoom on the App Store

To get started, please install from the following link:

meetingRoom on the Mac App Store

Make sure to have your earphones and mic connected before you hit run!

For desktop (2D) or VR mode

Use your desktop or enter via premium VR through Windows, Windows Mixed Reality, HTC Vive and Oculus Rift

Download here

Install and enter your login details.

We suggest using the tutorial in desktop and VR mode to fully understand how to use everything.

To get started, please install from the following link:

Google Play

Make sure to have your earphones and mic connected before you hit run!

Windows Mixed Reality, HTC Vive, Oculus Rift

To get started, please install from the following link:

Downloads

You will need to have Steam VR installed to run with the HTC VIve.

Windows Mixed Reality will need to have the Windows plugin for SteamVR to run with meetingRoom.

When you have installed meetingRoom be sure to click VR.

Make sure to have your earphones and mic going to Vive rather than other speakers before you hit run.

Be sure to have both controllers turned on BEFORE starting meetingRoom otherwise your avatar to not be able to teleport.

Getting early access to our standalone VR app

Our Oculus Go app is currently in alpha but you can request it by email us @ oculus@meetingroom.io and we’ll add you to the user list – we will need the email associated with your oculus account.

Once you have gotten your invite you can install the app via 

“My preview apps":

• From the phone you need to go to Oculus app on phone
• Go to store tab on bottom left
• Scroll right down to the bottom it should show up
• Install and then wait it to download, then enter meetingRoom.io and get to your room!

Getting early access to our standalone VR app

Our Oculus Quest app is currently in alpha but you can request it by email us @ oculus@meetingroom.io and we’ll add you to the user list – we will need the email associated with your oculus account.

Once you have gotten your invite you can install the app via 

“My preview apps":

• From the phone you need to go to Oculus app on phone.
• Go to store tab on bottom left. second tab in.
• Scroll right down to the bottom it should show up.
• Install and then wait it to download, then enter meetingRoom.io via your Oculus Quest.
• Then you will can enter via your Oculus Quest headset in your library.

This could be one of two things:

• You are signed in on a different device (1 user signed in at a time per account) or
• You are blocked on your internal network and need to open the ports. 

To ensure you get access on your network

Port Number Protocol Purpose
843 TCP Flash / Unity Policy
4530 TCP Client to Master Server (TCP)
4531 TCP Client to Game Server (TCP)
4532 TCP Client to Frontend (TCP)
4533 TCP Client to Nameserver (TCP)
5055 UDP Client to Master Server (UDP)
5056 UDP Client to Game Server (UDP)
5057 UDP Client to Frontend (UDP)
5058 UDP Client to Nameserver (UDP)
6060 TCP Client to Master Server (rHTTP)
6061 TCP Client to Game Server (rHTTP)
6062 TCP Client to Frontend (rHTTP)
6063 TCP Client to Nameserver (rHTTP)
9090 TCP Client to Master Server (WebSockets)
9091 TCP Client to Game Server (WebSockets)
9092 TCP Client to Frontend (WebSockets)
9093 TCP Client to Nameserver (WebSockets)
19090 TCP Client to Master Server (Secure WebSockets)
19091 TCP Client to Game Server (Secure WebSockets)
19092 TCP Client to Frontend (Secure WebSockets)
19093 TCP Client to Nameserver (Secure WebSockets)

When installing our Windows software you may find your antivirus software flags potential problems.

Whilst we are comfortable there is nothing malicious in our software you can perform two additional checks.

Checksum (SHA256)

MeetingRoom Setup 1.0.13.exe

641706c8a6eaaf9a80410140e19cf966700242d1e1fbc814743be78bef370eb2

Use the tool here to double check the exe.

All connections between users are on a client-2-server-architecture. This communication is encrypted.

Members accounts are password protected using bcrypt – 128-bit salt and encrypts a 192-bitvalue.

This is one of the most secure forms of encryption.

(A member cannot join a room they are not member of) 2FA will be added in the near future as an extra layer of security.

We work with incredible security partners Acsia.

Currently all of the data is being hosted in Amsterdam.

This applies to both personal user dataand VOIP/App data.

Voice data is a continuous stream of data which is not stored statically.

User data such as email etc. is stored and encrypted.

2FA will be added in the near future as an extra layer of security.

Trying out new conference call solutions is not just down to how great the tech is, it’s about buy in – after 100s of on-boarding sessions we’ve decided to share some success tactics:

Picking the right team to start

We suggest a team who is already working remotely is a great place to move the needle on digital collaboration.

Pick a good administrator

Picking an administrator who is going to invite everybody and manage uploads for meetings in advance of your calls is key to make sure everybody starts the right way.

Pick a meeting to replace

Make sure you have picked a meeting you are looking to replace – don’t add a new meeting to test, try it out with an existing process.

Schedule

Agree on schedule to test – scheduling the first meetings is the first step to better group meetings.

Download before the meeting starts

Post the download link for all platforms in your group slack/whatsapp/confluence so everyone has quick access to downloading the app.

Download time

For the early access the app still has optimisation to be run so make sure all know that it’s a large download so not to leave it until 5 mins before the first meeting to download (trust us this will save you a lot of time!)

Run the tutorial

Before your first meeting, make sure everybody has gone through the tutorial so that when you hold your first meeting everybody is familiar with how to interact at the same level – it usually take about 5-10 minutes for people to familiarise themselves with how to move about

The first meeting

The first 10 minutes of your first meeting have time scheduled to allow for any first time login issues for the person(s) who forgot to do the tutorial and time to download the app.

Types of meetings that we have seen teams start off with:

• Brainstorming
• All Hands
• Collaborative Meeting
• Agile Meetings
• Standups
• Project Retrospectives
• Strategic Planning Meetings
• Exit Interviews
• Workshops