meetingRoom builds secure vr meeting spaces that facilitate superior collaboration for remote teams. 

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

Teams can customise their spaces as regards room layouts, logos, avatars, corporate style, content and tools.

The dashboard is where you set up your rooms, manage your team and your content.

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

Administrators/owners can add users and manage access to rooms, and all team members can add different kinds of content to your different rooms, once they are assigned to the room.

The application is where your meetings take place. 

This is a downloadable app, which runs in VR, desktop, mobile and tablet (same password for all).

This is how all users will interact and participate in meetings.

meetingRoom is not yet available to the general public – this will change in the near future.

We are currently working with select partners in preparation for a 2022 release.

To apply for early access, please follow this link.

meetingRoom works for any of your devices, and the downloads page is available here.

meetingRooms currently runs on the following devices:

Standalone VR

Oculus Quest 1 and 2

PCVR

Oculus Rift

Mobile

iOS

Android

Desktop

OSX

Windows

Getting early access to our standalone VR app.

To get started with meetingRoom, you need to have signed up.

From there, a meetingRoom team member will give you access to our App Lab link or get your started with the Oculus for Business version of meetingRoom.

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

You can also install from the following link:

meetingRoom on the App Store

MacOS

To get started, please install from the following link:
meetingRoom on the Mac

For desktop PC (2D)
Download meetingRoom on the PC

Once installed, enter your login details.

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

Depending on device, you will be asked for audio and mic permissions when using meetingRoom for the first time.

Please note that you have to give permission to allow for audio exchange when in meetingRooms i.e. we need to use the mics etc to allow you to speak to your teams.

It may be confusing as some devices like the Quest ask to record audio rather than what it is for.

When using meetingRoom in VR, you navigate using teleportation.

This section is made using the right hand as the dominant hand in VR.

If you're left handed, please reverse the actions (we will have a full section on this in a future update).

To move in VR, you use your controllers.

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

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

A light will come out of your finger tip.

When blue, you're good to go. When red, you need to find the blue.

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 turn on the spot. You can do this by putting your thumb on your joystick, and swiping left to right.

When attending a meetingRoom session from desktop (PC and MacOS) you move the same way as VR, but with different inputs.

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.

When attending a meetingRoom session from tablet (iOS and Android) you move the same way as VR, but with 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, simply lift your non-dominant hand to make the menu appear.

While in desktop mode, hit escape to make it appear.

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

Let's run through your menu interface that runs 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 you wish to work with, and works the same way across all the tools you will interact with in meetingRoom. This is also where you can change the transparency of the floor in your room, which is done on an individual basis, rather than for the whole group.

Tab 4 – settings: This is where you can check to make sure you have the right microphone attached, and check your network connection.

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

Your avatar represents you in the meeting i.e. it's what you look like when you're in meetingRoom, regardless of the device you're joining from.

To set your avatar up, Once you have logged in, please select “Customise Avatar".

You will be brought to the avatar creator elevator, where 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 be saved unless you go to a room.

The countdown timer is used to help keep meetings, topics and breakout sessions on time.

You can set a number of 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, and 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.

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

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 been added 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 model you wish to bring into the room.

Once the model has loaded, you may change the Scale, height and rotation of the model using the sliders provided.

You may also adjust the floor opacity, to remove the floors from your point of view.

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.
You may also adjust the floor opacity, to remove the floors from your point of view.

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.

You may also adjust the floor opacity, to remove the floors from your point of view.

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.

You can also select templates to work with by moving to your documents tab in your menu, and picking the template you wish to work with.

You can load your sticky note templates by going to the web app, selecting 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, just 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, as well as telling you 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.

Pick a document to work with by selecting it from your documents 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 has been added 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 documents below.

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 to be done 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 access to laser pointers which lets users draw attention to different things in different 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.

meetingRoom's document viewer support PDF files, similar to printing off documents and agendas in a real-world meeting.

• 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 16MB.

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.

A maximum of 5 videos can be uploaded at any one time on your trial account.

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

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.

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.

All data objects are transferred using SSL and are stored using AES-256 server-side encryption.

Data objects include:

Documents

Whiteboard images

Sticky Note text and images

360 Images

3D Models

Videos

2FA is provided using Authy.

You can set this up from your settings panel on the dashboard.

What happens in your rooms, stays in your rooms.

Privacy and your peace of mind matter to us; we 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.