meetingRoom creates secure VR meeting spaces.
These spaces ease superior collaboration for remote teams. 

Teams can customise their spaces. This includes room layouts, logos, colours, avatars, corporate style, content and tools.

Unlike other solutions, meetingRoom allows customers to build their own spaces. In a secure, enterprise-grade environment.

The dashboard lets you manage your virtual spaces.

Administrators can manage/invite your team and upload/download your spaces’ content.

This is where you will import and export content from your session in meetingRoom.

Everybody can add different kinds of content to your different rooms.

The application is where your meetings take place i.e. where you attend your sessions.

This is a downloadable app, that works with VR, desktop, mobile and tablet.

This is how all users will take part in meetings.

meetingRoom is not yet available to the general public.

meetingRoom is currently available by application for enterprise use.

We are currently working with select partners in preparation for a 2023 public release.

To apply for early access, please follow this link.

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

To get started with meetingRoom, you or your company needs to have signed up.

A meetingRoom team member will give you access to our App Lab link.

We can also get you started with the Oculus for Business version of meetingRoom.

Any queries, please email Oculus@meetingRoom.io

To get started with an Apple device, you can find meetingRoom in the App Store on your iPad, iOS device.

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

meetingRoom on the App Store

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

To get started with an Android device, you can find meetingRoom in the Play Store.

To get started, please install from the following link:

Google Play

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

To get started on your PC desktop device, please install from the following link:

Download here

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

Once installed and running, please enter your login details and you are ready to go.

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.

When using meetingRoom in VR, you navigate using teleportation.

You can select whether you use your left or right hand at the menu on startup

To move in VR, you use your controllers.

On your dominant hand, place your thumb on the joystick and press down until you feel a click. 

An arced light will come out of your finger tip.

When blue, you’re ready to release to go where the arc finishes.

When red, this means you are trying to move somewhere that is out of bounds. The users need to find the blue to move.

When you are happy with where you wish to go, release your thumb and you will teleport to where you want to go.

With your non-dominant hand, you can swipe your joystick turn on the spot.

You can do this by putting your thumb on your joystick, and swiping left to right, just like on a smartphone.

You use the select/trigger button on your dominant hand to take actions in meetingRoom.

You will use your dominant hand’s controller to achieve this.

Use your trigger/index finger and press it to select.

Taking part in meetingRoom from desktop (PC and MacOS), you move with different inputs to VR.

Using your device’s keyboard arrow keys or AWSD, you can move forward, back and side to side.

Using your mouse, you can look around around you, to change your point of view.

You can lock your view by holding the shift key when using your mouse

Taking part in meetingRoom from tablet (iOS and Android) you use different inputs.

Using your left hand, move your on-screen joystick. You can move forward, back and side to side.

Using your right hand, move your on-screen joystick. You can look around around you, to change your point of view.

When in VR, you use your dominant hand’s trigger finger to select menus and interact with tools.

When on desktop, you can point and click with your left mouse button.

When on mobile or tablet, you can select using your finger.

You can access your menu on every platform.

While in VR, lift your non-dominant hand to make the menu appear.

While in desktop mode, hit escape to make the menu appear.

While in mobile or table, press the menu button in the top left corner to make the menu appear.

The menu interface lets you interact with tools in meetingRoom.

Tab one – Room administration: this is for navigating between rooms – you pick the room you wish to jump into next.

Tab 2 – Set the timer: for your sessions, and the timer will follow you and your group room to room.

Tab 3 – Documents: This is where you pick the assets/content you wish to work with.

It works the same way across all the tools you will interact with in meetingRoom.

This is where you can change the transparency of the floor in your room for the whole group.

Tab 4 – Settings: This is where you can check to make sure you have the right microphone selected.

You can check your network connection

Tab 5 – Quit: Lets you log out or quit the app completely.

With meetingRoom, you may build and distribute secure space to your users.

You manage this from your desktop from the dashboard.

Go to settings, then click organisations tab, then click rooms, and click on the + button to create a new space.

Your avatar represents you in meetingRoom. It is what you look like/represent yourself to others when you’re in meetingRoom.

Once setup, you will look the same, regardless of the device you’re joining from.

To set your avatar up please select “Customise Avatar" within the app.

You may also import your external avatar e.g. Ready Player Me.

When you select customise avatar, you will go to the avatar creator elevator. You can update different features on your avatar.

Once you are happy with your selection, please look to your left and select the room you wish to go to.

Please keep in mind your avatar will not save unless you go to a room (not applicable to external avatars).

You may import avatars to meetingRoom.

We have partners with our first external avatar provider ReadyPlayer.me.

To setup and import your avatar, you should start in settings here.

Scroll down to Avatar Information.

Click on the green button which will bring you to the avatar creator. – This will bring users through the process of setting up your avatar from a photograph or file.

When complete, copy the link for your avatar. Then add it to the meetingRoom settings page under Avatar Information.

Your avatar will now appear when you log in from any device.

You may see this avatar while in the avatar elevator room.

You may also adjust the floor opacity, to remove the floors from all user’s point of view.

You can do this from the documents tab via your menu, when standing on a tool mat.

When you reduce the opacity to 0, it will be transparent. 

This will be visible for you only and remove the walls i.e. let you see remove all walls and floors.

For other users, the opacity will reduced to 25%. 

Unless they select the slider in documents themselves, it will not go to 0. 

This is to remove any complications from removing floors from people who are not used to working in VR.

The countdown timer helps keep meetings, topics and breakout sessions on time.

You can select some preset times, or set your own amount of time you want to allow for.

The sound will go off at the beginning and the end of your session. – Everybody in your group, in any room, will hear it at the same time.

Once you have started the timer, you will see the clock on the wall has now started to countdown.

This timer will follow users from room to room.

To import models into your spaces, you need to go to the dashboard.

Here, select the model room you wish to add the 3D content to.

Then, choose the file you wish to upload.

When you have done this, hit upload and wait for it to complete.

You will see that it has loaded at the bottom of your content list.

If you wish to rename the file, you can do by editing the text and hitting the save button next to the text box.

Please check out the specifications to work with your 3D models in meetingRoom.

When you are in the model room, you may select 3D models.

Go to the documents tab in your menu.

Select the model you wish to bring into the room.

Once the model has loaded, you may change the dimensions from your menu.

You may change scale, height and rotation of the model using the sliders provided.

When you are in the 360 room, you may select 360 images.

Go to the documents tab in your menu.

Select the image you wish to bring into the room allow a short amount of time for the asset to load for everybody.

Once the image has loaded, everyone in the room will be able to see the image.

When you are in the 360 video room, you may select 360 videos.

Go to the documents tab in your menu.

Select the video you wish to bring into the room.

Once the video has loaded, everyone in the room will be able to see the image.

You can press play and pause the video from the documents tab.

You may also press the mute button, to allow the video to continue but without sound.

How to make a new sticky note.

Go to the sticky note wall you wish to work with.

Pick the colour and the size of sticky note you want, then click add.

You can add and delete as many sticky notes as you wish.

You can also bring the sticky notes forward or back, depending on how you are using the board. Press the layer button (arrows) up or down to do this.

You can select templates to work with by moving to your documents tab in your menu.

Then, select the template you wish to work with.

You can load your sticky note templates by going to the dashboard.

Select the room and the whiteboard you wish to setup, selecting an image file and clicking upload.

The sticky note wall is persistent i.e. your work remains session to session unless you clear the board.

This means you can save your work to return to later, like in real life.

You can save your work by pressing the save button.

You will know it has saved as the button in the top right of the board will move from red to green.

It will let you know how many notes there are on the board.

Afterwards, you can export your work as an image or .csv file, to bring your work to other apps such as Teams, Slack or email.

You can download the file, and drag it into the tool you wish to work with such as Microsoft Teams, Slack, Trello or email.

Pick a document to work with by selecting it from your menu tab, while standing in front of the document viewer.

You can move through your document by scrolling through using the buttons on the viewer.

You can also zoom in and out, and move the viewer about, by holding select on your controller.

You can preload your PDF documents using the web app in advance.

To import PDF documents into your spaces, you need to go to the web app.

Here, select the room you wish to add the PDF content to.

Then, choose the file you wish to upload.

When you have done this, hit upload and wait for it to complete.

You will see that it is now loaded on bottom of your content list.

If you wish to rename the file, you can do by editing the text and hitting the save button next to the text box.

You can draw on the whiteboard by moving towards it, and using your dominant hand to reach out to the board.

When your hand turns into a pencil, hold select with your index finger to draw on the board.

Release when you wish to stop drawing.

You can change colours.

You can change pen size.

You can remove your work with the eraser.

You can set up work using the straight-line tool.

You get right to work with some of our pre-made templates.

You can bring your own work into to mark up with your team.

You have laser pointers letting VR users draw attention.

This works in many rooms within meetingRoom.

You may use your laser pointer by raising your left hand like a shield, and pointing your right hand out like a sword.

You can open 2D images on a wall in specific rooms.

Once you have uploaded your images(s), then, in-app, you move to the wall you wish to display the image on.

You go to documents (in your menu) and select the image you wish to display.

You can open high definition 2D videos on a wall in specific rooms.

Once you have uploaded your video(s), then, in-app, you move to the wall you wish to display the video on.

You go to documents (in your menu) and select the video you wish to display.

You can mute and pause the video while on the document tab.

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.

All communication is encrypted.

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

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

meetingRoom is currently hosted on AWS eu-west, in Ireland.

2FA works using Authy.

Users can set this up from the settings panel on the dashboard, under the security tab.

Users can access using this link (login required).

What happens in your rooms, stays in your rooms.

Privacy and your peace of mind matter to us.

meetingRoom are not interested in what you’re saying, we are here to help you get critical work done.

Work in a secure space that is ready for you to return to at any time.

meetingRoom Software Limited has as its most important concern the protection and reliability of customer data. To this end, meetingRoom is moving towards SOC 2 compliance.

Our goal is to allow meetingRoom to maintain robust controls over the data services provided to our customers.

This control is accomplished through suitably designed and effective operating procedures to assure that the service protects against unauthorized access, use, or modification.

System components supporting meetingRoom’s enterprise customers. meetingRoom is hosted at Amazon Web Services and utilises a number of their capabilities to deliver the service.

These include but are not limited to:

Compute

Storage

Database

Networking & content delivery

Security, identity & compliance

Media services

Containers

meetingRoom provides several tools and services for customers. Some of these tools include:

meetingRoom dashboard, 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 virtualized environments;

Support for patching, operating systems updates ensuring an optimal operating environment.

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 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 1.0.15.exe

641706c8a6eaaf9a80410140e19cf966700242d1e1fbc814743be78bef370eb2

Use the tool here to double check the .exe file.

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.