Important: If your organization is enabled for the New Meetings Experience, refer to our New Meetings Experience guide for information on meetings.
If your organization is not enabled for the New Meetings Experience, refer to the content below for information on meetings.
You can start an unscheduled meeting instantly from the Meetings tab.
To start a meeting instantly:
Note: Unlike meetings created under Meetings > Host Meeting, instant meetings do not show up in your list of meetings.
Note: If you are inviting a person who is not in your contact directory, you can enter their email address to invite them to a meeting.
A meeting created in Virtual Office is reusable, but not scheduled at first; you can use a created meeting to schedule meeting events in your calendar. You can create any number of these reusable meetings for various purposes (One meeting can be used to meet with your team, another can be used to host one-on-one meetings, and so on), and you can edit and reuse any of them as needed under
To schedule a meeting event, you can add one of your meetings to a calendar event in your device’s native calendar app, and invite participants as usual.
Use case: Let’s say Lisa is going to host a meeting for the project she is in charge of.
The scheduled event is sent out to all participants, with the relevant details attached. The meeting that Lisa tailored for larger events is stored for future use under Meetings > My Meetings.
Host required to start meeting
Require a host to join a meeting before participants can join.
Start with all participants muted
Mute participants by default; participants can un-mute themselves when needed.
Participants can invite others
Allow participants to invite others to the meeting.
Play entry/exit audio announcements
Play an audio announcement when someone joins or leaves the meeting.
Show entry/exit display notifications for all
Display a notification to all participants when someone joins or leaves the meeting.
If you want to finish scheduling later, tap Done. The new meeting is added to your list of meetings to schedule later.
Once you have created a reusable meeting, you can use it as often as you like to schedule calendar events. You can schedule in your device calendar app by adding a freshly-created meeting, or adding a meeting that already exists under
To add a new meeting to your calendar:
To add an existing meeting to your calendar:
If you schedule meetings by opening your device calendar app, that is where you can see all scheduled meetings that you will host. If you are invited to a meeting via email, you can find your meeting invitations in your email inbox.
Note that when you open the Virtual Office mobile app and go to
Since scheduled meeting events are found only in your device's calendar app, time-specific information tied to a single meeting event (such as participants, duration, and meeting agenda) is found in your device's calendar app as well. If new participants need to be added to an already-scheduled meeting event, or you need to change the time that the meeting takes place, you can make the changes from the calendar app you used to schedule the event.
You can join a calendar meeting event from your device's calendar app used to schedule meeting events, from an invitation in chat, or using the Meeting ID. If you are a host, you can join the meeting event from your calendar app or your list of hosted reusable meetings. You can also join audio and video by using your existing in-room conference system. If you want to join the meeting event via audio only, you can join meeting audio by phone.
To join a meeting event via My Meetings:
To join a meeting event via your device calendar app:
To join a meeting event via chat invitation:
To join a meeting event via Meeting ID:
To join a meeting event via in-room conference system:
Let’s say your organization uses in-room conferencing systems to facilitate team and company meetings. As an in-room system user, you can take advantage of your usual system and the features of 8x8 Virtual Office Meetings.
To join a Virtual Office meeting via in-room system, simply click the in-room conferencing link shared in the meeting email invitation for details on how you can join. For information on using your in-room conference systems, please refer to the manufacturer's instructions.
To join meeting audio via dial-in:
If not all members of your organization have upgraded to version 7.2 or newer of the Virtual Office mobile app, users running version 7.1.2 or older will encounter issues receiving meeting invites via chat from users running 7.2, and vice versa. Starting with version 7.2, the app runs on a upgraded messaging platform different from the platform used in versions 7.1.2 and older; all users are able to chat with one another, only users on the same messaging platform are able to receive meeting invites via chat from one another.
To work around this issue until all users upgrade to version 7.2, you can schedule meetings instead of using the Meet Now function, and share the meeting link or ID with participants via chat.
Upon joining a meeting event and stating your name, you automatically join meeting audio.
To switch audio:
Use only Wi-Fi data for audio in the meeting. If no Wi-Fi is available, you will be unable to connect to audio.
Have the meeting call your desk phone (if available) for audio to supplement the meeting in the application.
Use only cellular voice data for audio in the meeting.
Call on My Mobile
Have the meeting call your mobile number for audio only, removing you from the meeting in the application. Note that you can only use audio callback if a participant from the host's phone system is currently in the meeting.
Disconnect from all audio, while staying in the meeting.
If you are an external guest, or an 8x8 user from a different phone system than the meeting host, you are not able to join meeting audio via callback until the host (or a participant from the same phone system as the host) is in the meeting. Until you are able to join audio via callback, you can temporarily dial in to meeting audio, or use any available speakers and microphone on your computer.
As a host in a Virtual Office meeting, you can record meeting audio and shared content, and then access the recording from the Virtual Office desktop app to share it with participants.
Note: Meeting recordings contain audio and shared content, but do not contain webcam video or in-meeting chat logs.
To record in a meeting:
To access meeting recordings:
While in a Virtual Office meeting, you can share video using the device camera, as well as view video shared by other participants.
Note: In the Virtual Office mobile app, you must share video in order to view other participants' video.
To share and view video in a meeting:
If you are viewing and sharing video at the same time as someone is sharing on-screen content, you can switch between viewing the two, or view both at the same time. Tap the center of the screen to hide the meeting controls and increase your viewing space.
To switch between shared content and meeting video:
While in a Virtual Office meeting, tap the More icon to open a drop-down menu. From the drop-down, you can choose to view:
Virtual Office Meetings allows you to schedule, host, and participate in a flexible meeting experience from the comfort of your mobile device.
Participants: View and invite meeting participants, and open private chats with individual participants.
Group Chat: View and write in the meeting’s group chat, available to all participants if enabled by the host.
More: Switch between audio channels and network data types in order to increase the quality of your meeting experience.
If you have a video stream open at the same time as someone is sharing on-screen content, you can choose to view:
Record Meeting: If you are a meeting host, you can record meeting audio and shared content and, for future reference, share it with participants after the meeting ends.
Share Video: Open a video stream via your device’s front-facing camera to share and view video. Up to eight concurrent video streams can run at any time during a meeting.
Mute: Mute yourself without disconnecting from other users’ audio in the meeting.
Speaker: Switch between the available audio outputs of your device.
Leave Meeting: Leave the meeting. If you are a meeting host, you can choose between leaving the meeting by yourself, or ending the meeting for all participants.
Let's say Rob is attending a Virtual Office meeting when an important message comes in from another user. He doesn't need to exit the meeting; instead, he minimizes the meeting, and responds to his colleague as the meeting continues in the background. In addition, Rob can tap the chat notification directly in order to open the relevant chat conversation.
To answer a chat message via notification:
While in a meeting, tap the new message notification that appears at the top of your screen. You are taken to your chat conversation with the user who messaged you, and you can answer the message while your meeting continues in the background.
To return to the meeting, tap the
To minimize a meeting:
While in a meeting, tap the Leave Meeting icon, and select Minimize to navigate the Virtual Office mobile app while your meeting continues in the background.
To return to the meeting, tap the In meeting circle on your screen.
If you're looking at shared content or video in a Virtual Office meeting, you can prevent the screen from locking automatically by changing your advanced settings.
To prevent screen auto-lock:
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