meetingRoom is a platform that helps people who work for the same company have meetings in an online space with a dedicated purpose.

meetingRoom is really helpful if some of the people who need to meet are not in the same place, because it’s easier to talk and see each other when they’re all in the same XR space working with 3D content.

Unlike some other tools that are similar to meetingRoom, the people who use it can make their own XR spaces from scratch. And it’s all enterprise-grade – very secure, 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

Build Number: 221

meetingRoom is available by request only.

It is intended for large enterprise environments.

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

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

Administrators will receive a welcome email with a link to follow to activate the new account in their onboarding session.

For all users and guests, they will receive a welcome email with instructions, including a link to follow to finish setting up the new user account. 

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 their account, create and manage spaces, and perform other administrative and collaboration tasks.
• Users may access the web console by going to the following link.
• The meetingRoom application is a standalone software program that users may download and install on their preferred device (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 can download the application by going to the following link.
• To log into either the web console or the application, users will need to use the email and password set when first setting up the user account account. If a user has forgotten their password, they may reset it by following the prompts on the login screens on either the web console or application.

The dashboard page is a useful resource for keeping track of user activity and involvement in meetingRoom, and for quickly accessing the different areas of the platform.

On the dashboard page, users will see a summary of the number of spaces, teams, and organisations that users are a part of. These numbers are clickable, meaning users can click on them to access the corresponding page. 

For example, if a user clicks on the number of spaces they are a part of, they will be taken to a page that shows all of the spaces that they have access to. Similarly, if a user clicks on the number of teams or organisations they are a part of, they will be taken to a page that shows all of the teams or organisations that the user belongs to.

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

The spaces page displays a list of all of the spaces that a user is a part 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 the user’s role in the space.  

From this page, users may see a list of all of the spaces that they are a member of, as well as create new spaces if the administrator has the necessary permissions.

The teams page allows users to manage and create teams.

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

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

Users will need to download the meetingRoom application via the web console or by following this link.

Users may access meetingRoom support via the web console, by following this link or by contacting support@meetingRoom.io.

This page allows users to change their name and height as it appears in the virtual environment.

• Users can update their name by typing a new name into the provided text field and clicking the “Update name" button.
• Users can update their height by sliding the bar to the desired height and clicking the “Update height" button.

These changes will be reflected in the virtual environment for all users to see.

This page lets users manage security options on their account.

Two Factor Authentication

Setup 2 Factor Authentication with the organisation’s preferred method, like google authenticator or 1Password.

Change Password

Users may update their password on this page following the on-screen instructions.

This page lets users create and maintain their appearance in meetingRoom using avatars.

An avatar is what users look like to other people when they are using meetingRoom.

The “New avatar" function allows users to create a new avatar to represent themselves in meetingRoom.

• This can be done by uploading an image or using the computer’s camera via the avatar creation tools provided on the page.

The “Select current avatar" function allows users to choose which avatar they want to use as their current avatar in meetingRoom.

• Users may choose from any avatars that they have previously created or uploaded.
• Once set up, it will remain the same regardless of which device is used to access meetingRoom.

Keep in mind that the organisation may need to whitelist the link to the third-party provider in order to enable access and avoid URL blocking via their security or IRM function.

The web login feature allows users to securely manage and organise web logins including username and password. 

• Users can create new web logins, update existing ones, and delete ones no longer required. 

Recent actions page allows users to review their actions in meetingRoom by filtering through messages, actions, and timestamps.

• This can be useful for keeping track of what has been done in the platform and for troubleshooting any issues that may have arisen.

Once users have logged in they will be brought to the initial space. 

• This is a space that allows users to get comfortable with the experience –  get familiar with the surroundings, navigation in meetingRoom, and the ability to update height, if required.

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

Users may move using their arrow keys, or WASD.

Users may look around with their mouse.

Users may move using the left on-screen joystick.

Users  may look around with the right-on screen joystick.

Adjusting the transparency or “opacity" of a space in a meetingRoom space refers to the ability to make certain parts of the XR space more or less visible. 

For example, a user might want to make the floor of the XR space more transparent in order to see more of what’s happening around them, or to make it easier to focus on other objects or people in the space.

To control the transparency of the space in meetingRoom, users can use the “manage" tab on the menu. 

• From this tab, the user should be able to find a slider or other controls that allows the user to adjust the transparency of the floor and other parts of the XR space.
• Keep in mind that adjusting the transparency of the XR space will affect how it appears to other users. 
• For example, if a user makes the floor more transparent, it will appear less solid to them and to other users, and the users will be able to see more of what’s happening below the floor. 
• Users can use this feature to customise the appearance of the XR space and to better suit their needs and preferences.

Laser pointers let XR users draw attention.

They are on by default at present.

Please note, laser pointers are only available on XR devices currently and are for personal use i.e. other users cannot see other users laser pointers today. 

Further updates to laser pointers are on our roadmap.

The menu interface lets users interact with different features in meetingRoom.   

• The spaces tab lets users navigate between different xr “spaces".  
• The people tab lets users see who is currently in the 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 lets users access and view different types of content that has been uploaded to the current space.
• The manage tab lets users change various aspects of the environment within the meetingRoom software.
• The settings tab lets users change basic functionality. This might include things like the user’s network settings, audio and microphone setup, or other preferences.  
• The exit tab lets users quit the meetingRoom software instantly or go back to the initial space. This might be useful if users need to finish their session or close the software quickly.

One of the key features of meetingRoom is its ability to let organisations create and customise XR spaces. 

• These spaces can be tailored to specific projects;
• Groups, or purposes, and 
• Can be customised in terms of both their branding, use case, content and their physical appearance.

Administrators control over which users have access to which spaces, and can set up branded and customised spaces based on the needs of the organisation. 

• This can be helpful in creating a consistent look and feel across all organisation spaces, and in making sure that users only see and have access to the content that is relevant to their work.

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.

The countdown timer in meetingRoom is a feature that helps users keep track of time during virtual meetings, breakout sessions, design reviews and other activities. 

• It allows users 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, users may select from a list of preset times, or can set their own custom amount of time from the “manage” tab in the menu. 

• Once a user has chosen a time, they may start the timer by clicking the button or selecting an option in the meetingRoom interface. 
• When the timer is running, users will see a clock on the wall of their XR space that counts down the remaining time. 
• All users will also hear a sound at the beginning and end of the countdown session to remind all of the time.
• Please note the countdown timers work on a per-space basis i.e. within the space it was started in.

The 3D model viewer in meetingRoom is a feature that allows users within the organisation to import and view 3D models within the XR space. 

• This can be useful for a variety of purposes, such as presenting designs or prototypes, showcasing products, or simply exploring XR spaces and objects.

To use the 3D model, users will need to upload the 3D model files to a space within the meetingRoom web console, before it will appear in the meeting native application.

• Users can do this by going to the web console to upload 3D model files.
• Once the 3D model has finished processing, it will be available in the space for all space users  to view from the meetingRoom application. 
• Once uploaded, to import a 3D model into the current space, the user can go to the “files" tab in the menu, selecting the 3D model the user wants to display, and wait for it to load. 
• Once the model has loaded, users can use the sliders provided to rotate the model on different axes and explore it from different angles – X, Y and Z axes are supported.

Supported file formats include OBJ, FBX, and GLTF

• Users 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 32MB.

The 3D/360 video viewer in meetingRoom is a feature that allows users to import and view 3d/360-degree videos within the XR spaces. 

• These videos are special types of videos that capture a full view of the surrounding environment, and allow users to look around in all directions as if they were physically present in the scene.

To use the 3D video viewer, users will need to upload the 3D video/360-degree video files to a space using the web console, before it will appear in the meeting native application. 

• Users can do this by going to the web console to upload video files. 
• Once the video has finished processing, the user will receive an email
• The video will be available in the space for users to access. 
• To import a 3D video into the current space space, users can go to the “files" tab in the menu, select the video the user wants to display, and wait for it to load.
• Once the video has loaded, everyone in the space will be able to see the video and look around in all directions as if they were physically present in the scene. 
• Users can press play and pause the video as needed, and can also press the mute button to allow the video to continue without sound.
• Users may also go back to the start, or remove the current video

Supported file formats include equirectangular MP4

• Uploaded videos must be less than 1GB in size, have a resolution of 4K, and be less than 5 minutes in length. 
• Spaces can have a maximum of 5 video uploads at any one time.

The 3D/360 image viewer in meetingRoom is a feature that allows users to import and view 3D/360-degree images within the XR spaces. 

• These videos are special types of images that capture a full view of the surrounding environment, and allow users to look around in all directions as if they were physically present in the scene.

To use the 3D images viewer, users will need to upload the organisation’s  360-degree image files to a space using the web console, before it will appear in the meeting native application. 

• Users can do this by going to the web console to upload image files.

• The image will be available in the space for users to access. 

• To import a 3D image into the current space, users can go to the “files" tab in the menu, select the image the user wants to display, and wait for it to load.

• Once the image has loaded, everyone in the space will be able to see the image and look around in all directions as if they were physically present in the scene. 

Supported file formats include equirectangular JPG

• Uploaded images must have image dimensions that are powers of two and a 2:1 aspect ratio.

• Maximum file size is 32MB.

The 2D videos in meetingRoom is a feature that allows users to import and view high definition 2D video within the XR spaces. 

• This can be useful for a variety of purposes, such as presenting videos or animations, showcasing products, or simply adding visual interest to the organisation’s XR spaces.

To use the 2D videos viewer, users will need to upload 2D video files to a space using the web console, before it will appear in the meeting native application. 

• Users can do this by going to the web console to upload video files.
• The video will be available in the space for users to access. 
• To import a 2D video into the current space space, users can go to the “files" tab in the menu, select the video the user wants to display, and wait for it to load.
• Once the video has loaded, everyone in the space will be able to see the video. 

Supported file formats include MP4

• Uploaded videos must be less than 1GB in size
• Have a maximum resolution of 4K, and 
• Must be less than 5 minutes in length
• A maximum of 5 videos can be uploaded at any one time

The 2D image viewer in meetingRoom is a feature that allows users to import and view 2D images within the XR spaces. 

• This can be useful for a variety of purposes, such as presenting videos or animations, showcasing products, or simply adding visual interest to the organisation’s XR spaces.

To use the 2D images viewer, users will need to upload the organisation’s 2D image files to a space using the web console, before it will appear in the meeting native application. 

• Users can do this by going to the web console to upload image files.
• The image will be available in the space for users to access. 
• To import a 2D image into the current space space, users can go to the “files" tab in the menu, select the image the users want to display, and wait for it to load.
• Once the image has loaded, everyone in the space will be able to see the image.

Supported file formats include JPG and PNG

• The maximum file size is 4MB.

The documents viewer in meetingRoom is a feature that allows users to import and view PDF documents within the XR spaces. 

• This can be useful for a variety of purposes, such as presenting information, scheduling, collaborating on projects, and more.

To use the documents viewer, users will need to upload the PDF file to a space using the web console, before it will appear in the meeting native application. 

• Users can do this by going to the web console to upload document files.
• The PDF will be available in the space for users to access. 
• To import a PDF into the current space, users can go to the “files" tab in the menu, select the document the user wants to display, and wait for it to load.
• Once the document has loaded, everyone in the space will be able to see the document.
• The user  can also rename the file by editing the text and hitting the save button next to the text box in the web console. 
• Please note that this process needs to happen in advance: users should prepare documents in advance, just like in real life, where users would print off documents and agendas for a real-world meeting/share via email in advance.

Supported file formats include PDF:

• 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 organisation spaces accessible via a link which can be found in the web console.
• Users can attach a link (e.g. to a 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, the other user in space will see the video call user on the video call screen in space. 
• The video call user will see the space and the application user in space looking back at them.

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

Our goal is to make it simpler to integrate the organisation’s existing digital workflows 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 a user needs to reset their password, please click on this link and follow the on-screen instructions.

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 the organisation’s meetingRoom Concierge.

I am getting a jittery experience when coming in from a XR headset – what can I do?

Sometimes, users might notice the experience of getting jittery when coming in from a XR headset.

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

MacOS The macOS version uses Rosetta to run on Apple Silicon devices and due to this the video conference wall is currently not supported on MacOS. 

Multiple 3D Models When using more than one model viewer in a room if the same model is selected twice it confuses the application. Fixed in the next release.Backwards Compatibility Version 2.0.2 is not backwards compatible so upgrading is essential.