Note: The ability to use admin-configured 8x8 Meeting Rooms is available to Virtual Office and 8x8 Video Meetings Standalone and Pro users, but not to guests who have not signed in.
For details on 8x8 Video Meetings features available to different user types, click here.

Create and join meetings as an 8x8 Meeting Rooms user

8x8 Meeting Rooms enables you to quickly launch instant meetings, start on-screen content sharing, or schedule and join meetings via 8x8 Meeting Rooms at any time. For the best meeting experience, be sure to synchronize your organization’s usual calendar with 8x8 Video Meetings.

Launch meetings instantly

If you walk into a conference room without scheduling a meeting, you can instantly launch a meeting to mobilize your team. Once you are in the meeting, continue to invite participants by sharing the meeting URL. If your organization is a Virtual Office customer, you can also invite from within the meeting via Virtual Office desktop app.

Invite participants via the meeting URL

  1. In a conference room configured for 8x8 Meeting Rooms, tap Join with ID on the in-room controller to bring up a meeting URL prompt.
  2. At the prompt, enter the name of the meeting, such as <team.sync>. This meeting name appears as the final portion of your organization’s meeting URL, such as <8x8.vc/acmejets/team.sync>. Note down your meeting URL.
  3. Once you have noted down your meeting URL, confirm the meeting name to launch the meeting on the in-room controller.
  4. Email or message the meeting URL to the desired participants to invite them to the meeting.

Invite participants via Virtual Office

  1. In a conference room configured for 8x8 Meeting Rooms, tap Join with ID on the in-room controller to bring up a meeting URL prompt.
  2. At the prompt, enter the name of the meeting, such as <team.sync>. This meeting name appears as the final portion of your organization’s meeting URL, such as <8x8.vc/acmejets/team.sync>. Confirm the meeting name to launch the meeting on the in-room controller.
  3. In Virtual Office desktop app or Virtual Office mobile app, open the Meetings tab.

    • On desktop: At the bottom of the tab, enter the name of the meeting and confirm to join via the app.
    • On mobile: Tap Join with ID, and in the screen that opens, enter the name of the meeting and confirm to join via the app.
  4. From within the meeting in Virtual Office, click the Invite people icon to open an invitation prompt. If you are joining via your mobile app, tap the More actions icon first to see this option.
  5. At the prompt, enter the names of contacts in Virtual Office or the phone numbers of external contacts, and confirm to invite them to the meeting.

Launch content sharing

If you simply want to present on-screen content to people in the conference room, you can quickly start casting your desktop content to the conference room television and collaborate with your coworkers in the room. You can launch content sharing from the in-room controller, or from your desktop app.

Start sharing via in-room controller

  1. In a conference room configured for 8x8 Meeting Rooms, tap Share Content on the in-room controller to display a screen sharing URL.
  2. On your computer, open Google Chrome.
  3. In Chrome, enter the URL displayed on the in-room controller to open a prompt with screen sharing options.
  4. At the prompt, select whether to share your entire desktop, a specific window, or a specific Chrome tab, and confirm to start sharing from your screen.
  5. To stop sharing:
    • Toggle the Share screen icon off on the in-room controller.
    • Click Stop sharing in the Chrome tab where you entered the sharing URL.

Start sharing via your desktop app

In a conference room configured for 8x8 Meeting Rooms, open the Meetings tab of your desktop app and click Pair with 8x8 Meeting Room to open a room pairing prompt.

Then:

Schedule meetings for use with 8x8 Meeting Rooms

Note: Calendar events with the following traits do not show up in your list of upcoming meetings in the in-room controller:
-Events that don't have a meeting link
-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

Note: Calendar events with the following traits show up with limitations in the in-room controller:
-In-room tablets display a maximum of three upcoming events at a time. Meetings with links are prioritized over ones that don't, ordered by start time.
-Private events show up, but display without the event summary and meeting link.

  1. While scheduling an event in your organization’s usual calendar, invite a conference room configured for 8x8 Meeting Rooms.
  2. Save the calendar event to schedule it.
  3. From your desktop app, open the Meetings tab to view your list of upcoming meetings.

    Note: In order to view your upcoming meetings, you must sync your desktop app with your organization’s usual calendar.

  4. Next to the meeting you scheduled, click the Add meeting icon to add 8x8 Video Meetings to the calendar event.
    As the scheduled time approaches, you can join your meeting via the conference room’s in-room controller.

Join scheduled meetings via 8x8 Meeting Rooms

Note: Calendar events with the following traits do not show up in your list of upcoming meetings in the in-room controller:
-Events that don't have a meeting link
-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

Note: Calendar events with the following traits show up with limitations in the in-room controller:
-In-room tablets display a maximum of three upcoming events at a time. Meetings with links are prioritized over ones that don't, ordered by start time.
-Private events show up, but display without the event summary and meeting link.

  1. In a conference room that is set up for 8x8 Meeting Rooms, open the 8x8 Meeting Rooms app on the in-room controller.
  2. In the meeting calendar on the in-room controller, tap Join Now next to your meeting.

    You join or launch the meeting with audio and video automatically enabled.

Use in-meeting controls

While in a meeting with 8x8 Meeting Rooms, you have a variety of tools at your disposal to make your meetings more efficient. Share high-definition audio, video, and on-screen content in an intuitive interface!

Meeting control Description

Mute Audio

Mute or unmute your microphone. Your microphone is enabled automatically when you join a meeting.

Start Camera

Share or stop sharing video from your camera. Your video is switched on automatically when you join a meeting.

Share Content

Share content from from your computer desktop. The shared content you select is made visible to everyone in the meeting until you toggle the control again to stop sharing your screen.

More Options

Access additional meeting controls:

  • Enter Tile View: Toggle between two views of your meeting screen:
    • The default view, which displays the current speaker or presenter in a large central tile, and all other participants in a tile strip on the side of the screen.
    • The tile view, which displays all participants in tiles of equal size.
  • Dial Tones: Dial a number (such as the phone number of another conference room participating in the meeting) to have other participants join the meeting audio-only.
  • Volume: Control the volume of your conference room TV without needing an additional remote in the room.

Leave

Leave the meeting.