Schedule meetings with 8x8 Meet

As a registered 8x8 Work for Desktop user, you have access to a personal meeting space unique to you, and can turn an ordinary calendar event into a collaborative meeting. In addition, you have the ability to launch a meeting instantly without scheduling to quickly mobilize your team.

You can schedule a meeting in one of the following ways:

• Sync your calendar with 8x8 Meet: Schedule events from your synced calendar, and add meetings to your scheduled events from your 8x8 Work app.
• Schedule meetings via the Google Calendar extension: Schedule in Google Calendar from start to finish with 8x8 Work Meetings.
  See how you can install the plug-in as an 8x8 Work user.
• Schedule meetings via the Office 365 add-in: Schedule in Office 365 from start to finish with 8x8 Work for Office 365.
  See how you can install the plug-in as an 8x8 Work user.

For details on 8x8 Meet features available to different user types, click here.

Get to know your personal meeting space

8x8 Meet enables you to access a personal meeting space you can invite participants to. As a user accessing meetings via 8x8 Work, you have a meeting space assigned to you based on your name, which you can find when you open your Meetings / page in your desktop app or via desktop browser, or go to Meetings > Start Meeting in the mobile app. Your colleagues can join your meeting space at any time if they know its name.

Note: Depending on your organization's setup, when you add 8x8 meetings to previously-scheduled calendar events, the default meeting space used is either your personal meeting space or a meeting space with a randomized name. To select the meeting space used, go to Settings > Meetings > Schedule meetings in 8x8 Work for Desktop.
Then:
-The meeting space you select is used for all meetings with 8x8 Meet that you add to previously-scheduled calendar events or schedule via your plug-in with Google Calendar or Office 365.
-Regardless of your selection, your personal meeting space is used for all 8x8 meetings that you launch by clicking Start Meeting under Meetings / in your 8x8 Work for Desktop app.

Note: To create an 8x8 Work meeting you must sign in with your 8x8 credentials or if you are currently logged in 8x8 Work for Desktop, you are no longer prompted to log in. Similarly, logging into or out of the 8x8 Work for Desktop app affects your login status in your browser.

Note: If you are scheduling a meeting in a calendar not synced with 8x8 Meet, you can copy your personal meeting space information by clicking or tapping Copy next to the name of your personal meeting space, and then paste into the details of the calendar event you are scheduling.

From the Meetings / page of 8x8 Work for Desktop app, or from Meetings > Join with ID in the mobile app, you also have the ability to join or create a meeting space other than your own:

• To join a colleague’s space: If your colleague has invited you to a meeting they are hosting in their meeting space, you can enter the name of that meeting space, such as <pat.lee>, and confirm to join a meeting in that colleague’s space.
• To create a new meeting space: Enter a meeting space name that has no relation to the names of your colleagues, such as <sales.space>, and confirm to join a meeting in the new space.

Note: To create a new conference or to join a meeting you have to authenticate using 8x8 credentials or sign in the 8x8 Work for Desktop app.

Note: If you try to join a new 8x8 Work meeting from a browser you are prompted for your 8x8 credentials. In case you don’t own an 8x8 account you can wait for an authenticated user to join the meeting first. Once an 8x8 Work for Desktop user joins the meeting space, the meeting becomes accessible to other participants.

Launch meetings instantly with 8x8 Meet

If a task arises on short notice, you can launch a meeting from your 8x8 Workapp to save time without scheduling. When you launch an instant meeting, the meeting starts up in your personal meeting space.

From within the meeting, you can invite participants and share meeting access information.

Note: Up to 500 participants can join a meeting directly with 8x8 Meet, and an unlimited number can follow the meeting via YouTube streaming.

To launch a meeting instantly:

1. In your 8x8 Work desktop or mobile app, open your Meetings / page.
2. To launch a meeting in your personal meeting space:
   • On desktop apps or browsers: Next to the name of your personal meeting space, click Start Meeting to launch the meeting instantly.
   • On mobile apps: Tap Meetings , and at the prompt, tap Start meeting to confirm and launch the meeting.
3. Once you are in the meeting, begin inviting participants:
   • As an 8x8 Work user: Click Participants , and then click Invite Someone to open the meeting invitation panel. If you are joining via your mobile app, tap More actions first to see this option. Enter the contact names, phone numbers, or SIP addresses of the participants to invite, and confirm.

   Then:

   • On desktop apps or browsers: Click Copy next to the meeting URL to copy the URL, or next to the dial-in info to copy the dial-in info. Paste this meeting information into an email or message to the participant to invite.

   • On mobile apps: Enter the name of a company contact (or any phone number) and confirm, or click Share to send meeting info via one of your device's messaging or email apps. Meeting information is automatically pasted into a new email or message if you select to invite external non-company contacts via an app.

     Note: If a passcode has been set for the meeting, this passcode is not copied along with other meeting details; you must provide this passcode manually.

Sync your calendar with 8x8 Meet

Note: The ability to sync your calendar is available only to 8x8 Work users.

To use 8x8 Meet with your preferred calendar, you must first perform a one-time sync with your calendar from your desktop or mobile app.

Once you finish the sync, your desktop and mobile apps both display events in your calendar app; you can then add a meeting to any event visible in your 8x8 Work app through the sync.

To sync your calendar:

1. In your 8x8 Work desktop or mobile app, open your Meetings / page.
2. In the page, select the option to sync your calendar and open a calendar selection prompt.
   
3. At the prompt, select your desired calendar from the following options.
   • iCloud
   • Google Calendar
   • Office 365
   • Exchange
   • Outlook.com
4. Go through additional confirmation prompts for the calendar you selected. Once you finish, the Meetings / page of your app now reflects scheduled events in the calendar app. This enables you to quickly access upcoming events in your calendar, and add 8x8 meetings to calendar events you own via 8x8 Work.

Note: Calendar events with the following traits do not show up in your list of upcoming meetings in the app:
-Events without a valid meeting link for which the user doesn't have Edit permissions
-Events that are duplicates (events that have the same summary, meeting link, and start time, but a different ending time; only the event with the later ending time is shown)
-Events that are longer than 24 hours
-Events that ended over an hour ago
-Events that are over three days in the future

Add meetings to your synced calendar

Once you sync your calendar, you can promote any event in your calendar to a collaborative meeting with 8x8 Meet. Simply schedule an event from your usual calendar, then go to your 8x8 Work app to add a meeting to the scheduled event!

To schedule an event for your synced calendar:

1. Open the calendar that you previously synced with 8x8 Work, such as your calendar in iCloud or Microsoft Exchange.

2. Schedule an event in your calendar, invite participants, and save. Once saved, the calendar event shows up in your desktop or mobile app under Meetings / . You are now able to add a meeting to the event.

   Note: Up to 500 participants can join a meeting directly with 8x8 Meet, and an unlimited number can follow the meeting via YouTube streaming.

To add a meeting to a synced calendar event:

1. Once you have scheduled an event in your synced calendar, open your 8x8 Work desktop or mobile app.
2. Go to Meetings / to view your upcoming calendar events.
   

3. If a calendar event does not have a meeting attached, it is marked with an Add meeting option; events with meetings already attached do not show this icon. As the time approaches to join a meeting there is a display of the time remaining until you need to join.

   Note: Depending on your selection under Settings > Meetings > Schedule meetings in 8x8 Work for Desktop, the meeting URL that you attach to a calendar event is either the URL of your personal meeting space, or a URL with a partially-randomized meeting space name.

   • To add a meeting: Click or tap a calendar event labeled with the Add meeting option to associate a meeting with the event.
   • To join a scheduled meeting: Click or tap to join the meeting associated with the calendar event.
     

4. Participants invited to the calendar event see the meeting you attach to the event in their calendar, and can join the meeting as the calendar event approaches.

   Note: Up to 500 participants can join a meeting directly with 8x8 Meet, and an unlimited number can follow the meeting via YouTube streaming.

Schedule meetings via Google Calendar

Note: The ability to schedule 8x8 meetings via Google Calendar is available only to 8x8 Work users.

Once you have integration with Google Calendar installed as an 8x8 Work user, you can add a meeting to any Google Calendar event you schedule or edit via the Chrome extension.

Note: Calendar events with the following traits do not show up in your list of upcoming meetings in the app:
-Events without a valid meeting link for which the user doesn't have Edit permissions
-Events that are duplicates (events that have the same summary, meeting link, and start time, but a different ending time; only the event with the later ending time is shown)
-Events that are longer than 24 hours
-Events that ended over an hour ago
-Events that are over three days in the future

To schedule a meeting in Google Calendar:

1. In your Chrome extension-enabled browser, open Google Calendar.
2. In Google Calendar, create a new calendar event or edit an existing event.

3. From within the calendar event, click the 8x8 Log In button to open an 8x8 login prompt.

   

   Note: To create an 8x8 Work meeting you must sign in with your 8x8 credentials or if you are currently logged in 8x8 Work for Desktop you are no longer prompted to log in. Similarly, logging into or out of the 8x8 Work for Desktop app affects your login status in your browser.
   

4. At the prompt, log in with your 8x8 extension credentials, and confirm.

5. In your calendar event, click Add 8x8 Meeting to attach meeting info to the calendar event.
   

   Note: Depending on your selection under Settings > Meetings > Schedule meetings in 8x8 Work for Desktop, the meeting URL that you attach to a calendar event is either the URL of your personal meeting space, or a URL with a partially-randomized meeting space name.

6. Your calendar event now shows a meeting URL that enables participants to join the attached meeting. Finish scheduling your meeting, invite participants, and save.
   

   Note: If the participants join the 8x8 meeting from a browser they are prompted to log in using 8x8 credentials. In case they don’t own an 8x8 account they can wait for an authenticated user to join the meeting first. Once an 8x8 Work for Desktop user joins the meeting space, the meeting becomes accessible to other participants.

   Note: Up to 500 participants can join a meeting directly with 8x8 Meet, and an unlimited number can follow the meeting via YouTube streaming.

Schedule meetings via Office 365

Note: The ability to schedule 8x8 meetings via Office 365 is available only to 8x8 Work users.

Once you have integration with Office 365 installed as an 8x8 Work user, you can add a meeting to any Outlook calendar event you schedule or edit from Office 365.

Note: Calendar events with the following traits do not show up in your list of upcoming meetings in the app:
-Events without a valid meeting link for which the user doesn't have Edit permissions
-Events that are duplicates (events that have the same summary, meeting link, and start time, but a different ending time; only the event with the later ending time is shown)
-Events that are longer than 24 hours
-Events that ended over an hour ago
-Events that are over three days in the future

To schedule a meeting in Office 365:

1. From Office 365, open Outlook.

2. In your Outlook calendar, create a new calendar event or edit an existing event.

   Note: Ensure that you are scheduling the event in your primary Outlook Calendar rather than in a personal secondary calendar.
   

3. From within the calendar event click the 8x8 Work for Office 365 option in your calendar event header to open your 8x8 integration panel.
4. In the calendar event, click the option to log in to open an 8x8 login prompt.
   
5. At the prompt, log in with your usual 8x8 application credentials, and confirm.

6. In the calendar event, click the option to add a meeting to attach meeting info to the calendar event.
   

   Note: Depending on your selection under Settings > Meetings > Schedule meetings in 8x8 Work for Desktop, the meeting URL that you attach to a calendar event is either the URL of your personal meeting space, or a URL with a partially-randomized meeting space name.

7. Your calendar event is populated with information that enables participants to join the attached meeting. Finish scheduling your meeting, invite participants, and save.
   

   Note: Up to 500 participants can join a meeting directly with 8x8 Meet, and an unlimited number can follow the meeting via YouTube streaming.