meetingRoom is a platform that enables large enteprises to create, managae and distribute dedicated XR spaces for collaboration and training. 

meetingRoom is valuable to executives who need to meet are not in the same place. It enables them to talk and see each other when you’re all in the same virtual space working with 3D content in a manner that does not work on traditional video calls. Unlike some other tools that are similar to meetingRoom, the people who use it can make their own virtual spaces from internal request to organisation-wide deployment.

It is enterprise-grade – secure and compliant, so no one who should not be there can get in or gain access.

This is a user guide that specifies application functionality i.e. end-user functionality for all users.

Current version: 2.0.2

Current build: 219

meetingRoom is not yet available to the general public, available by application for enterprise use.

Administrators will be assigned a meetingRoom concierge who will create the organisation.

Using the administrator’s provided name, the concierge will send an invite to join as an administrator user using the provided email address.

Administrators will receive an activation email with a link to follow to activate while in the company’s onboarding session.

All other users and guests will receive a welcome email with instructions, including a link to follow to finish setting up.

The meetingRoom web console and application are the two different ways to access and use the meetingRoom platform.

– The web console is a web-based interface that allows users to manage and configure your account, create and manage spaces, and perform other administrative and collaboration tasks.

– Users can access the web console by going to the following link.

– The meetingRoom application is a standalone software program that users to download and install on preferred devices (e.g. a computer, smartphone, or an XR/virtual reality headset).

-The application allows users to participate in meetings, collaborate with other users, and access all of the features and functions of meetingRoom.

– Users may download the application by going to the following link.

– To log into either the web console or the application, users will need to use their email and password.

The dashboard page is a useful resource for keeping track of company activity and engagement in meetingRoom.

Users will see a summary of the number of spaces, teams, and organisations that you are a part of that they can interact with.

For example, if a user click on the number of spaces you are a part of, you will be taken to a page that shows all of the spaces that are accessible.

The spaces page is a useful resource for managing and organising company spaces in meetingRoom.

Users can see a list of all of the spaces that you are a member of, as well as create new spaces if you have the necessary permissions.

The page displays a list of all of the spaces that a user is apart of, with each space represented by a row in the list.

Each row includes information about the space, such as its name, scene (size), team, and your role in the space.

This page allows users to manage and set up teams, depending on permissions granted.

Users can see the name of the team, the organisation it belongs to, the user’s role in the team, and any actions users can take on the team (such as setting, editing, or deleting it).

Users can filter the list of teams by their name or role.

Once a user has have logged in, the initial space will load.

This is a space that allows users to get comfortable with their XR surroundings, navigation, and change their height, if required.

Users may teleport and turn on the spot using the joysticks.

Users may move using your arrow keys, or WASD.
Users may look around with the mouse.

Users may move using the right on-screen joystick.
Users may look around with the left-onscreen joystick.

One of the key features of meetingRoom is its ability to let you create and customise your own virtual spaces within the platform. These spaces can be tailored to specific projects, groups, or purposes, and can be customised in terms of both their content and their appearance.
Users can only attend the spaces that they have been added to, which helps to ensure that they only see and interact with the content that is relevant to them. This can make it easier for users to focus on the tasks at hand, and can help to keep virtual meetings and collaborations more organised and efficient.
As an administrator, you have control over which users have access to which spaces, and you can set up branded and customised spaces based on the needs of your organisation. This can be helpful in creating a consistent look and feel across all of your spaces, and in making sure that users only see and have access to the content that is relevant to their work.

Your avatar is what you look like to other people when you’re using meetingRoom.
You can set up and import your avatar using the web console. You may use a third-party avatar provider, ReadyPlayer, to help you create and upload your avatar.
Keep in mind that your organisation may need to whitelist the link to the third-party provider in order to enable access and avoid URL blocking.
Once you have set up your avatar, it should remain the same regardless of which device you’re using to access meetingRoom.

The menu interface is a way for you to interact with different features in meetingRoom.
The spaces tab is a way for you to navigate between different xr “spaces".
The people tab is a way for you to see who is currently in your current space, and to go to other spaces to see who is there as well, or follow people to their currently active space.
The files tab allows you to access and view different types of content that are available.
The manage tab gives you the ability to change various aspects of your environment within the meetingRoom software.
The settings tab lets you change your personal settings. This might include things like your network settings, your audio and microphone setup, or other preferences.
The exit tab allows you to quit the meetingRoom software instantly or go back to the initial space. This might be useful if you need to close the software quickly, or if you just want to end your session.

Adjusting the transparency or “opacity" of a space in a meetingRoom space refers to the ability to make certain parts of the virtual environment more or less visible.
For example, you might want to make the floor of your virtual space more transparent in order to see more of what’s happening around you, or to make it easier to focus on other objects or people in the space.
To control the transparency of your space in meetingRoom, you can use the “manage" tab on your menu. From this tab, you should be able to find a slider or other controls that allow you to adjust the transparency of the floor and other parts of your virtual environment.
Keep in mind that adjusting the transparency of your space will affect how it appears to you and to other users. For example, if you make the floor more transparent, it will appear less solid to you and to other users, and you will be able to see more of what’s happening below the floor. You can use this feature to customise the appearance of your virtual space and to better suit your needs and preferences.

The countdown timer in meetingRoom is a feature that helps you keep track of time during virtual meetings, breakout sessions, design reviews and other activities. It allows you to set a specific amount of time for a particular activity or discussion, and provides a visual and auditory reminder when the time is running out or has run out.
To use the countdown timer, you can select from a list of preset times, or you can set your own custom amount of time. Once you have chosen a time, you can start the timer by clicking a button or selecting an option in the meetingRoom interface. When the timer is running, you will see a clock on the wall of your virtual space that counts down the remaining time. You will also hear a sound at the beginning and end of your session to remind you and other users of the time.
The countdown timer is a useful tool for helping to keep meetings and discussions on track and for ensuring that everyone has enough time to contribute and participate. It will follow users from room to room, so you can use it to keep track of time no matter where you are within the meetingRoom platform.

The 3D model viewer in meetingRoom is a feature that allows you to import and view 3D models within the virtual environment. This can be useful for a variety of purposes, such as presenting designs or prototypes, showcasing products, or simply exploring virtual spaces and objects.
To use the 3D model viewer, you will need to upload your 3D model files to a space within the meetingRoom platform. You can do this by going to the dashboard and using the console to upload your model files.
Once your model has finished processing, it will be available in the space for you to view from the meetingRoom application.
To import a model into your space, you can go to the “files" tab in your menu, select the model you want to display, and wait for it to load. Once the model has loaded, you can use the sliders provided to rotate the model on different axes and explore it from different angles.
Supported file formats include OBJ, FBX, and GLTF, and you can include textures in a ZIP file. Please note that models should have fewer than 50,000 triangles and should comprise fewer than 10 meshes, and the maximum file size is 16MB.

The 2D image viewer in meetingRoom is a feature that allows you to import and view 2D images within the virtual environment. This can be useful for a variety of purposes, such as presenting photos or graphics, showcasing products, or simply adding visual interest to your virtual spaces.
To use the 2D image viewer, you will need to upload your image files to a space within the meetingRoom platform. You can do this by going to the dashboard and using the console to upload your image files.
Once your image has finished processing, it will be available in the space for you to view. To import an image into your space, you can go to the “files" tab in your menu, select the image you want to display, and wait for it to load. The image will then be displayed in your virtual space, and you can use it as you see fit.
Supported file formats include JPG and PNG, and the maximum file size is 4MB.

The 360 video viewer in meetingRoom is a feature that allows you to import and view 360-degree videos within the virtual environment. These videos are special types of videos that capture a full view of the surrounding environment, and allow you to look around in all directions as if you were physically present in the scene.
To use the 360 video viewer, you will need to upload your 360-degree video files to a space within the meetingRoom platform. You can do this by going to the dashboard and using the console to upload your video files.
Once your video has finished processing, it will be available in the space for you to view. To import a 360-degree video into your space, you can go to the “files" tab in your menu, select the video you want to display, and wait for it to load. Once the video has loaded, everyone in the room will be able to see the video and look around in all directions as if they were physically present in the scene. You can press play and pause the video as needed, and you can also press the mute button to allow the video to continue without sound.
Supported file formats include equirectangular MP4, and uploaded videos must be less than 1GB in size, have a resolution of 4K, and be less than 5 minutes in length. You can have a maximum of 5 video uploads at any one time on your trial account.

The 2D video viewer in meetingRoom is a feature that allows you to import and view high definition 2D videos within the virtual environment. This can be useful for a variety of purposes, such as presenting videos or animations, showcasing products, or simply adding visual interest to your virtual spaces.
To use the 2D video viewer, you will need to upload your video files to a space within the meetingRoom platform. You can do this by going to the dashboard and using the console to upload your video files.
Once your video has finished processing, it will be available in the space for you to view. To import a video into your space, you can go to the “files" tab in your menu, select the video you want to display, and wait for it to load. You can then use the options in the user interface to mute or pause the video as needed. Please note that processing may take some time, and you will be notified by email when your video is ready to be used.
Supported file formats include MP4, and uploaded videos must be less than 1GB in size, have a maximum resolution of 4K, and be less than 5 minutes in length. A maximum of 5 videos can be uploaded at any one time.

The document viewer in meetingRoom is a feature that allows you to import and view PDF documents within the virtual environment. This can be useful for a variety of purposes, such as presenting information, collaborating on projects, and more.
To use the document viewer, you will need to upload your PDF document files to a space within the meetingRoom platform. You can do this by going to the dashboard and using the console to upload your document files.
Once your document has finished processing, it will be available in the space for you to view. To import a document into your space, you can go to the “files" tab in your menu, select the document you want to display, and wait for it to load. You can also rename the file by editing the text and hitting the save button next to the text box. Please note that you should set up your documents in advance, just like you would print off documents and agendas for a real-world meeting.
Supported file formats include PDF, and uploaded documents must be less than 4MB in size.

This enables seamless hybrid collaboration between XR and non-XR users, in one space.

Video calls in XR makes your spaces accessible via a link which can be found in the web console.

Users can attach a link (e.g. to your calendar event) that a participant may click and join, using only their browser.

Once created, users can share and regenerate the link for security purposes.

When the user arrives, you will see them on the video call screen in space.

Please note, the number of video call participants that may attend is one at present.

They will see the space and you in space looking back at them.

Our goal is to make it simpler to integrate your existing digital workflow with this release. This also introduces screen-sharing, unlocking:
Share live files
Share applications that only work on a company desktop
Share live site video feeds

This will scale up in the future aligned with use cases requests.

When you need to reset your password please click on this link and follow the on-screen instructions.

I am getting a jittery experience when coming in from a XR headset – what can I do?
Sometimes, you might notice your experience getting jittery when coming in from a XR headset.

Before you panic and think your headset is broken, or meetingRoom is doing something funny – take the headset off and check the light in your room i.e. check to make sure your headset is able to track it’s surroundings.

This can happen when the light/time of day changes and you’re already in a XR headset. Bright sunlight will guarantee a poor user experience when using an XR device.

meetingRoom provides several tools and services for customers. Some of these tools include:
meetingRoom web console, a web-based application where customers may log in to access information regarding their meetingRoom services as well as manage their environment;
Encrypted storage, encrypted storage in support of customers in virtualised environments;
Support for patching, operating systems updates ensure an optimal operating environment.

For any queries, please reach out to us directly at support@meetingroom.io, or via your meetingRoom Concierge.

meetingRoom’s document viewer support PDF files.

Like printing off documents and agendas in a real-world meeting, you need to set up in advance.

Uploaded documents can be in pdf format only.

Files can have a maximum size of 4MB, as these display better on low power platforms."

Uploaded models can be in obj, fbx, gltf formats.

Zip files include textures.

Models should have less than 50,000 triangles and comprise less than 10 meshes.

The maximum file size is 16MB.

Uploaded images must be in equirectangular jpg format.

Image dimensions should be powers of two and a 2:1 aspect ratio.

The maximum file size is 32MB.

Uploaded videos must be in equirectangular mp4 format.

Uploaded videos must be:

Less than 1GB is size.

A resolution of 4K.

Should be less than 5 mins in length.

You have a maximum of 5 video uploads at any one time on your trial account.

Processing may take some time, you will receive an email when videos are complete and ready.

Uploaded templates can be in jpg format only.

Uploaded templates should be less than 1MB in size with dimensions 1400×500 pixels.

You can upload images to your whiteboard to mark up in your rooms.

Uploaded documents can be in png format only.

Files can have a maximum size of 4MB, as these display better on low power platforms.

Uploaded videos must:

Be in mp4 format.

Less than 1GB is size.

A maximum resolution of 4K.

Should be less than 5 mins in length.

A maximum of 5 videos can be uploaded at any one time.

Processing may take some time – you will be sent an email when videos are complete and ready to be used.

Uploaded images can be in jpg or png format.

Files can have a maxium size of 4MB.

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

To ensure you get access on your network, please ensure the following ports are open.

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 want to use the checksum for the file to ensure it is the correct file.

Checksum (SHA256)

MeetingRoom 2.0.2.exe

74a8281da2f49c2d71c269459ff124854d36045ce79064fd76fdc00bd65a9f1f

Sometimes, you might notice your experience getting jittery when coming in from a VR headset.

Before you panic and think your headset is broken, or meetingRoom is doing something funny – take the headset off and check the light in your room i.e. check to make sure your headset is able to track it’s surroundings.

This can happen when the light/time of day changes and you’re already in a VR headset.

Bright sunlight will guarantee a poor user experience when using an Oculus Quest.

meetingRoom works for any of your devices, you need to download it in advance of your session available here.

meetingRooms currently runs on the following devices:

VR

• Oculus Quest 2
• Oculus Rift

Mobile

• iOS
• Android

Desktop

• OSX
• Windows

Full downloads page here.

VR

• Oculus Quest 2
• Oculus Rift

Mobile

• iOS
• Android

Desktop

• OSX
• Windows

Depending on the device you are attending from, you will have to allow for audio and mic permissions.

This will happen when using meetingRoom for the first time on the device in question.
Please note that you must to give permission to allow for audio exchange when in meetingRoom.

meetingRoom needs to use the mics etc to allow you to speak to your teams.

It may be confusing as some devices like the Quest use language to ask to record audio rather than allow audio access etc.