About Meetings

How do I set up my meeting calendar?

The first time you open the Meetings tab, you see a prompt to synchronize with your preferred device calendar app. Depending on your decision, your list of meetings will behave differently. At the prompt:

  • Agree to start synchronizing your preferred calendar apps: With your calendar synced, you can view all scheduled meetings that you are invited to; this allows you to view both meetings that you host, and meetings hosted by your colleagues. You can scroll through the list to see past and future meetings, and you can jump to today's meetings by clicking the Today icon that shows up in the header once you sync your calendar. In addition:
    • To further customize which of your calendars show up in Virtual Office, open the More tab and go to Settings > Calendar accounts.
    • You see meeting notifications one minute in advance for all meetings synced with your calendar. Meeting notifications are enabled by default; to control these notifications, open the More tab and go to Settings > Notifications.
  • Decline to view only the meetings you create and host: If you do not sync your calendar, you can view a list of all meetings you host. However, you are unable to see meetings you do not host, or view when meetings are scheduled.
How do I start an instant meeting?

You can start an unscheduled meeting instantly from the Meetings tab.

To start a meeting instantly:

  1. In the Meetings tab, tap the Meet Now icon to launch a Virtual Office meeting instantly.

    Note: Unlike meetings created under Meetings > Create Meeting, instant meetings do not show up in your list of meetings.

  2. Once you are in the Virtual Office meeting, tap the Participants icon to open the list of participants.
  3. From the list of participants, tap Invite Participants to begin inviting Virtual Office contacts to the meeting event.
  4. Enter the name or email address of a participant; a list of search results appears as you type. Tap the desired participant to confirm, and repeat searching and selecting other participants to invite them.

    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.

  5. Once you have listed all the desired participants, tap the check mark icon to send out invitations. Participants in your organization see their meeting invitations via chat message and email, and participants outside of your organization see their invitations via email only.
What can I do with a meeting?

Depending on whether or not you have synced your meeting calendar, the Virtual Office meetings you create behave differently:

If your meeting calendar is synced:

A meeting you schedule in your synced calendar is accessible from your Virtual Office mobile app or from the device calendar app you chose to sync with; from the Virtual Office mobile app, you can see all meetings that you are part of, regardless of whether you or someone else is hosting the meeting. Meetings that you host can be edited or rescheduled directly from within the Virtual Office mobile app, and participants can be sent the latest information accordingly.

Use case with synced calendar: Let’s say Lisa is going to host a meeting for the project she is in charge of.

  • Lisa begins to set up a meeting, and is taken to a scheduling screen where she:
    • Schedules the meeting time, and chooses whether to repeat the meeting periodically.
    • Invites the desired participants.
    • Adds the meeting agenda.
    • Reviews the meeting information that will be visible to participants when they are invited.
  • Upon adding the meeting to her calendar, Lisa is taken to a meeting details screen from which she can join or dial in to the meeting at any time.
  • As this is her first time hosting a larger meeting, Lisa customizes the advanced settings in the meeting details screen to cater to a larger number of participants.

The scheduled meeting is sent out to all participants, with the relevant details attached. The meeting that Lisa scheduled is available for her and participants to join under the Meetings tab.

If your meeting calendar is not synced:

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 the Meetings tab. The first time you try to create a meeting and view your hosted meetings, you see a brief introduction to Virtual Office Meetings.

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 without synced calendar: Let’s say Lisa is going to host a meeting for the project she is in charge of.

  • As this is her first time hosting a larger meeting, she creates a new meeting, and customizes the advanced settings to cater to a larger number of participants.
  • Lisa adds the meeting to her device calendar as an event.
  • From the calendar app, Lisa then:
    • Schedules the meeting time.
    • Invites the desired participants.
    • Adds the meeting agenda.
    • Puts additional finishing touches on her calendar event.

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 the Meetings tab.

How do I schedule a meeting if I have synced my meeting calendar?

If you have synced your meeting calendar, all meetings you create in the Virtual Office mobile app are also scheduled in the calendar app you synced with.

Note: The following only applies if you have already synced your meeting calendar.

To schedule a meeting with a synced calendar:

  1. In the Meetings tab, tap Create Meeting.
  2. Enter the name of the meeting, and tap Create Meeting.
  3. In the scheduling page that pops up, invite the desired participants, schedule the meeting time, and choose whether to repeat the meeting periodically. If needed, you can also give your participants more information on what to expect by adding details to the meeting agenda.
  4. When you are finished scheduling, tap Add to open the full meeting details screen.
  1. In the meeting details page that pops up, you can review the meeting link, the host and participant Meeting IDs, and the phone number(s) participants can use to join via audio only. If you want to dial in but are in a rush, you can call the meeting's associated quick dial number to save time.
  2. Tap Advanced Settings to enable or disable:

    Setting

    Function

    Host required to start the 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.

    Entry/exit audio announcements

    Play an audio announcement when someone joins or leaves the meeting.

    Entry/exit display notifications for all

    Display a notification to all participants when someone joins or leaves the meeting.

    When you are done with the advanced settings, tap the check mark icon to return to the meeting information screen.
  1. Exit the meeting information screen to return to the Meetings tab. From here, you can access the meeting you scheduled to join it or review its information.
How do I create a reusable meeting if I have not synced my meeting calendar?

If you have not synced your meeting calendar, your meetings are not scheduled when you create them, but are instead available for you to copy meeting information from, and paste into a calendar event in your preferred calendar app to schedule.

Note: The following only applies if you have not synced your meeting calendar.

To create a reusable meeting without scheduling:

  1. In the Meetings tab, tap Create Meeting.
  2. Enter the name of the meeting, and tap Create Meeting.
  1. In the meeting details page that pops up, you can review the meeting link, the host and participant Meeting IDs, and the phone number(s) participants can use to join via audio only. If you want to dial in but are in a rush, you can call the meeting's associated quick dial number to save time.
  2. Tap Advanced Settings to enable or disable:

    Setting

    Function

    Host required to start the 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.

    Entry/exit audio announcements

    Play an audio announcement when someone joins or leaves the meeting.

    Entry/exit display notifications for all

    Display a notification to all participants when someone joins or leaves the meeting.

    When you are done with the advanced settings, tap the check mark icon to return to the meeting information screen.
  1. To add the meeting to a scheduled calendar event and invite participants, tap Schedule in Calendar. The meeting is also added to the Meetings tab for reuse in future calendar events.

If you want to finish scheduling later, tap Done. The new meeting is added to your list of meetings to schedule later.

How do I add a meeting to my calendar app if I have not synced my meeting calendar?

If you have not synced your meeting calendar, your meetings are not scheduled when you create them, but are instead available for you to copy meeting information from, and paste into a calendar event in your preferred calendar app to schedule.

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 the Meetings tab.

Note: The following only applies if you have not synced your meeting calendar.

To add a new meeting to your calendar:

  1. Review the details and advanced settings of the new meeting.
  2. Tap Schedule in Calendar to add the meeting to a scheduled event in your device calendar app.
  3. Add the time you want the meeting event to take place, include the meeting agenda, and invite participants.
  4. Save and send out the calendar event to notify the participants.

To add an existing meeting to your calendar:

  1. Go to the Meetings tab to access your list of hosted meetings.
  2. Tap a meeting to view details.
  3. Tap the More icon to open a menu.
  4. Select Schedule in Calendar to add the meeting to a scheduled event in your device calendar app. You may need to allow the Virtual Office mobile app permissions to access the native calendar app.
  5. Add the time you want the meeting event to take place, include the meeting agenda, and invite participants.
  6. Save and send out the calendar event to notify the participants.
Where do I find meetings that have already been scheduled?

Depending on whether or not you have synced your meeting calendar, the Virtual Office meetings you create behave differently:

If your meeting calendar is synced:

If you schedule meetings directly from the Virtual Office mobile app, you can see all scheduled meetings either from your Virtual Office mobile app or from the calendar app you synced with on your device.

If you have scrolled too far back or ahead in your meeting calendar, you can quickly find your place in your schedule by tapping the Today icon.

Note: When you review meetings in either of your calendars, you see all your scheduled Virtual Office meetings regardless of whether you are the host or a participant.

If your meeting calendar is not synced:

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 the Meetings tab, you see the reusable meetings that you can add to calendar events, rather than the scheduled calendar events themselves. To view upcoming meetings that have already been scheduled via your calendar app, go to the Meetings tab, and open your device calendar by tapping View in calendar.

How do I edit the participants or time I set for an upcoming meeting?

Depending on whether or not you have synced your meeting calendar, the Virtual Office meetings you create behave differently:

If your meeting calendar is synced:

Depending on what information you want to edit, you must go to either your device calendar app or to the Virtual Office mobile app:

  • To update scheduling and participant information tied to the calendar event, you must open the calendar app that your meetings calendar in the Virtual Office mobile app is synced with, open the details of the desired event, and edit.
  • To update advanced meeting settings for the Virtual Office meeting itself, you must open the Meetings tab, and open the details of the desired meeting. Then, open the meeting's advanced settings, and edit.

If your meeting calendar is not synced:

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.

How do I see notifications for upcoming meetings I'm part of?

If you do not see notifications on your device for upcoming Virtual Office meeting, this is for one of two reasons:

  • You have not synced your meeting calendar: In order for the Virtual Office mobile app to detect upcoming meetings, you must sync the Virtual Office mobile app with your device's calendar app.
  • You have synced your calendar, but disabled your notification setting: If you have disabled notifications for upcoming Virtual Office meetings, you can find the setting by opening the More tab and going to Settings > Notifications; from there, enable the Meeting Start Alert setting.

Once you sync your calendar and ensure that meeting notifications are enabled, you can get device notifications for Virtual Office Meetings and stay on top of your schedule!

How do I disable group chat for a large presentation I'm hosting?

Let's say you are hosting a large presentation, and want to avoid frequent interruptions when attendees use group chat in the meeting; you can simply disable this meeting's group chat from the Virtual Office desktop app. Ensure a distraction-free presentation for your attendees, and enjoy a smooth experience leading the presentation.

To disable meeting group chat:

  1. Log in to the Virtual Office desktop app.
  2. In the Meetings tab, view your list of hosted meetings.
  3. From the meetings list, click the desired meeting to view meeting details.
  4. From the meeting details, open the Advanced settings drop-down.
  5. From the drop-down, disable Allow group chat. When participants join the meeting, they are now unable to message using group chat.
How do I join a meeting 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:

  1. As a meeting host, open the Meetings tab to access:
    • If you synced your meeting calendar: Your scheduled meetings, as synced with the calendar app of your choice.
    • If you have not synced your meeting calendar: Your list of hosted meetings.
  2. Tap Join next to the desired meeting to join it.
    The meeting launches.
  3. When prompted, state your name and confirm to join meeting audio.

To join a meeting event via your device calendar app:

  1. Open your device calendar app used to schedule Virtual Office meetings.
  2. Find and open the calendar event to view the Virtual Office meeting details.
  3. In the meeting details, tap the link to open the meeting in the Virtual Office mobile app.
    The meeting launches.
  4. When prompted, state your name and confirm to join meeting audio.

To join a meeting event via chat invitation:

  1. Open the Messages tab to access your list of chats.
  2. Tap the chat in which you were invited to the meeting.
  3. In your chat history, tap Join in the invitation to join the desired meeting.
    The meeting launches.
  4. When prompted, state your name and confirm to join meeting audio.

To join a meeting event via Meeting ID:

  1. In the Meetings tab, tap Join via ID.
  2. Type in the relevant Meeting ID (without the appended # that you might see in your meeting invite), and tap Join Meeting.
    The meeting launches.
  3. When prompted, state your name and confirm to join meeting audio.

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.

Features:

  • Using your usual supported in-room system, you can take advantage of the features of Virtual Office Meetings without needing to set up any additional equipment.
  • Meet face-to-face through your in-room system using high-definition meeting video and audio.

Limitations:

  • In-room conference system callers cannot view or share screen content.
  • If you join the meeting via in-room system before video is initiated in the meeting, you will be unable to join video. To join video, you must join the meeting after another meeting participant initiates video.

To join meeting audio via quick dial:

  • As a meeting participant, dial the quick-dial number given to you by the meeting host to join audio immediately via cellular call.
  • As a meeting host, open the Meetings tab to view your meeting list. Then:
    • If you have synced your meeting calendar:
      1. Tap Call next to the desired meeting.
      2. At the prompt, confirm to join audio via cellular call.
    • If you have not synced your meeting calendar:
      1. Tap the desired meeting to view meeting details.
      2. Tap the quick-dial number.
      3. At the prompt, confirm to join audio via cellular call.

To join meeting audio via dial-in:

  1. Using the desired desk phone, softphone, or mobile device, call the dial-in number associated with the meeting.
  2. When prompted, dial in the relevant Meeting ID, and tap #.
  3. When prompted, state your name, and tap # to join meeting audio.
Why are some of my Meet Now meeting participants not receiving invites via chat?

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.

What are my options to join meeting audio?

Upon joining a meeting event and stating your name, you automatically join meeting audio.

To switch audio:

  1. While in a Virtual Office meeting, tap the More icon to open a drop-down menu.
  2. From the drop-down, select Switch Audio, and then select from the options that pop up:

    Audio Option

    Function

    Wi-Fi

    Use only Wi-Fi data for audio in the meeting. If no Wi-Fi is available, you will be unable to connect to audio.

    Desk Phone

    Have the meeting call your desk phone (if available) for audio to supplement the meeting in the application.

    Cellular Voice

    Use only cellular voice data for audio in the meeting.

    Call Me

    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 Audio

    Disconnect from all audio, while staying in the meeting.

    Your audio data, device, or connectivity is changed as selected.
I am unable to join meeting audio by having the meeting call my number. How do I join audio?

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.

How do I record a meeting, and then access my meeting recordings?

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:

  1. While in a Virtual Office meeting, tap the Record Meeting icon to begin recording meeting audio and shared content. Once the recording starts, an announcement plays to indicate the meeting is being recorded.
  2. To stop recording, tap the Record Meeting icon again. Once the recording has stopped, an announcement plays to indicate that the recording has stopped.

To access meeting recordings:

  1. Log in to the Virtual Office desktop app.
  2. In the Meetings tab, go to My Meetings.
  3. Click the desired meeting to review the meeting details, advanced settings, and recordings.
  4. Click the Meeting recordings drop-down to open a list of recordings. Recordings are labeled to show whether they contain content sharing with audio (MP4 file) or only audio (AU file).
  5. Hover over the desired recording, and click the Download icon to save the recording to your computer.
  6. From your computer, you can review the recording, and email other participants the recording for future reference.
How do I add video in a meeting?

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:

  1. While in a Virtual Office meeting, tap the Start Video icon to start your video.
  2. To switch between the front and rear cameras of your device, or to turn your camera off, tap the Video icon again.
How do I switch between viewing shared content and 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:

  • Shared content only
  • Video only
  • Video with superimposed shared content
How do I navigate the meeting interface?

Virtual Office Meetings allows you to schedule, host, and participate in a flexible meeting experience from the comfort of your mobile device.


In a Virtual Office meeting, you have access to the following controls and features:

Icon

Function

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:

  • Shared content only
  • Video only
  • Video with superimposed shared content

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. If you have an Apple TV in range, you can connect to the Apple TV as well.

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.

How do I quickly respond to a Virtual Office chat while in an active meeting?

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 Touch to return to meeting banner at the top of your screen.

To minimize a meeting:

While in a meeting, tap the Back icon to navigate the Virtual Office mobile app while your meeting continues in the background.

To return to the meeting, tap the Touch to return to meeting banner at the top of your screen.


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