Note: The ability to set up 8x8 Spaces is available to 8x8 Work and 8x8 Meet administrators, but not to non-admin users or to guests who have not signed in.
For details on 8x8 Meet features available to different user types, click here.

Set up 8x8 Spaces as an administrator

As an administrator, you can set up a conference room with an in-room conferencing system, and then further enhance the conference room with 8x8 Spaces to empower users with a robust in-meeting experience as well as offer an instant solution for collaboration!

Once you have a room that supports an in-room system, you can pair a conference room computer with a supported tablet that has the 8x8 Spaces app installed. Once you pair the room computer and the tablet, the tablet is used as an in-room controller by people in the conference room to join meetings via 8x8 Spaces.

To fully set up 8x8 Spaces, you must:

  • Step 1A: Create 8x8 Spaces resources to associate with physical conference rooms.
  • Step 1B: Add a new calendar to 8x8 Spaces.
  • Step 2: Set up hardware for 8x8 Spaces.
  • Step 3: Install the 8x8 Spaces app on the in-room controller.
  • Step 4: Pair an in-room controller with a conference room computer.

Step 1A: create 8x8 Spaces resources

  1. Depending on whether your organization is an 8x8 Work customer or an 8x8 Meet customer, you manage your organization's meeting spaces using different administrator tools.

    • If your organization is an 8x8 Work customer:

      1. In your browser on desktop, log in with your 8x8 credentials to open your 8x8 Application Panel.
      2. In the Application Panel, go to Meetings or Admin Console > main menu > Meetings to open your administrator settings.
    • If your organization is an 8x8 Meet customer:
      1. Open your 8x8 Meet Settings .
      2. From your list of settings, click 8x8 Meet Console to open your administrator settings in a new browser tab.
  2. In the 8x8 Meetings settings page that opens, open Spaces to open your 8x8 Spaces list.
  3. If you want to prevent conference room users from exiting the 8x8 Spaces app in the in-room controller, click Admin PIN next to the list to bring up a PIN code creation prompt.
  4. At the prompt, enter the PIN code that users must enter to exit the 8x8 Spaces app.
  5. In the 8x8 Spaces list, click Add new space.
  6. In the space creation screen:
    • Connect the new space to the calendar used by your organization. The first time you create a space, you must add the desired calendar.
    • Select the calendar resource that corresponds to the conference room; the calendar resource shows up to users when they schedule a meeting with the conference room.
      For details on how to set up calendar resources, refer to this 8x8 Support article or to the documentation of the relevant calendar app.
    • Enter the name of the space; the room name shows up as a label on the in-room television and controller.
    • Enter the location of the conference room associated with the space; the room location shows up as a label on the in-room television and controller.

  7. Save your changes to set up the space and display it in the 8x8 Spaces list.

Note: In order for 8x8 to be able to access calendar resources, your email account must have resources enabled by your vendor. Some vendors require premium subscriptions to provide calendar resources. Please contact your vendor for assistance.

Step 1B: add a new calendar to 8x8 Spaces

  1. While creating a new space, click Add new calendar next to Connect calendar to bring up a calendar selection prompt.
  2. At the prompt, select the type of calendar your organization uses from the supported calendar types, such as Office 365 or Google Calendar.
  3. Once you select the desired calendar, confirm and log in to the calendar account that hosts the calendar resources that correspond to your organization’s physical conference rooms, and confirm.

    The calendar account you log in to is now available to associate with 8x8 Spaces that you create.

Step 2: set up hardware for 8x8 Spaces

In your conference room, be sure to set up the following audio and video hardware to function with 8x8 Spaces:

  • TV/display monitor: Show remote and local meeting content.
  • Room computer: Load the 8x8 Spaces desktop application you installed from the 8x8 app download page, and connect all hardware.
  • Camera: Show in-room meeting attendees to meeting participants outside of the room.
  • Speaker: Play remote attendee audio (a separate speaker device is optional, as a speaker may be built into the display monitor).
  • Microphone: Receive audio from in-room participants (a separate microphone device is optional, as a microphone may be built into the display monitor).
  • Tablet device (AKA in-room controller): Start meetings, dial in to meetings, provide wireless in-room content sharing, and control the in-room display.
  • Screen share adapter: Allows in-room attendees to share their computer screen via a physical cable.
Component Required or optional Minimum requirement

TV or display monitor

Required
  • 1080p resolution
  • HDMI USB-C connectivity to the room computer

Room computer

Required

Quad-core with 8GB RAM computer running:

  • MacOS 10.13 or newer
  • Windows 10 or newer

Camera

Required (may be bundled)
  • 720p resolution or greater
  • USB 3 or USB-C connectivity to the room computer

Speaker(s)

Required (may be bundled)

3.5mm audio, or USB 3 or USB-C connectivity to the room computer

Microphone(s)

Required (may be bundled)

USB 3 or USB-C connectivity to the room computer

Tablet device

Required
  • iPad running iOS 12 or newer
  • Android tablet running Android 5 or newer

Screen share adapter

Recommended
  • HDMI input
  • USB 3 or USB-C output

Step 3: install the 8x8 Spaces app on the in-room controller

  1. Once a conference room has been set up for 8x8 Spaces, the conference room computer must be paired with a tablet that has the 8x8 Spaces app installed.
    This tablet is to be connected to a power source and left in the conference room as an in-room controller.
    To prevent non-admin users from exiting the 8x8 Spaces app, add a PIN code to the space the in-room controller is paired with.
  2. On a tablet (AKA in-room controller) that meets hardware requirements for 8x8 Spaces, install the app:
    • Go to the 8x8 app download page, and install the appropriate apps for the conference room computer ("App for the TV display") and in-room controller ("Room controller app").
    • In the App Store or Google Play Store, search for <8x8 Spaces>, and download the app by the same name. Do this for the conference room computer and the in-room controller.

Once the app is installed on the in-room controller, you are ready to pair the in-room controller with a conference room computer.

Step 4: pair an in-room controller with a conference room computer

  1. In a conference room that has been set up for 8x8 Spaces, bring an in-room controller that has the 8x8 Spaces mobile app to pair with the conference room computer that has the corresponding desktop app.
  2. On the room computer, open the 8x8 Spaces app you downloaded in Step 3. Previously, you had to rely on a web-based setup method, but this is no longer recommended.

    1. At the prompt in the app on the room computer, enter the pairing code assigned to the conference room. Depending on whether your organization is an 8x8 Work or 8x8 Meet customer, the place where you find the pairing code is different:

      • As an 8x8 Work customer: Find the pairing code in 8x8 Admin Console under Home > Meetings > Spaces.
      • As an 8x8 Meet customer: Find the pairing code in 8x8 Meet under Settings  > 8x8 Meet Console > Spaces.


    2. In the app on the in-room computer, confirm the pairing code you entered to see a device setup screen where you can confirm the hardware in the conference room. You can preview audio and video quality for the selected devices before you confirm.
    3. Click Next to bring up a pairing code for the in-room controller.
  3. On the in-room controller, open the 8x8 Spaces app.
    1. In the app, go past the starting screen to open a pairing code prompt.

    2. At the prompt in the app, enter the pairing code shown on the television connected to the room computer, and confirm.

      Note: The code should be 8 digits long. If your code is 6 digits instead, press the Enter key twice to skip the last two digits.

  4. On the room computer, confirm the pairing to finish assigning the in-room controller for 8x8 Spaces.
  5. To prevent navigating away from the 8x8 Spaces app, add a PIN code to the space the in-room controller is paired with, or lock the home and power buttons of the in-room controller.
    If you want to prevent the in-room controller from going to sleep while the app is open, open the device settings and:
    • On an iOS device, go to Accessibility > Guided Access, and enable Mirror Display Auto-Lock.
    • On an Android device, go to the device-appropriate setting to prevent the tablet from locking automatically.