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

Set up 8x8 Meeting Rooms 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 Meeting Rooms 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 Meeting Rooms 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 Meeting Rooms.

To fully set up 8x8 Meeting Rooms, you must:

Step 1A: create 8x8 Meeting Rooms

  1. Depending on whether your organization is a Virtual Office customer or an 8x8 Video Meetings Standalone customer, you manage your organization's 8x8 Meeting Rooms using different administrator tools.
    • If your organization is a Virtual Office customer:

      1. As a Virtual Office administrator, log in to Virtual Office Configuration Manager.
      2. From the main menu in Configuration Manager, go to Meetings > Meeting Rooms to open your list of meeting rooms.

      Note: The Meeting Rooms option is only accessible once your organization is fully enabled for 8x8 Video Meetings; if your organization is fully or partially using the previous Virtual Office Meetings experience instead, you cannot access your list of meeting rooms.

    • If your organization is an 8x8 Video Meetings Standalone customer:
      1. As an 8x8 Video Meetings Standalone administrator, log in to 8x8 Video Meetings Standalone in your desktop or mobile app, or via web.
      2. In the Settings tab of 8x8 Video Meetings Standalone, click Meetings admin to open your administrator settings in a new browser tab.
      3. In the 8x8 Meetings admin page that opens, open the Meeting Rooms tab to open your list of meeting rooms.
  2. If you want to prevent room users from exiting the Meeting Rooms app in the in-room controller, click Admin PIN in the list of meeting rooms to bring up a PIN code creation prompt.
  3. At the prompt, enter the PIN code that users must enter to exit the Meeting Rooms app.
  4. In the list of meeting rooms, click Add new room.
  5. In the room creation screen:
    • Connect the new room to the calendar used by your organization. The first time you create a room, you must add the desired calendar.
    • Select the calendar resource that corresponds to the 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 room; the room name shows up as a label on the in-room television and controller.
    • Enter the location of the room; the room location shows up as a label on the in-room television and controller.

  6. Save your changes to set up the room and display it in the list of meeting rooms.

Note: In order for 8x8 to be able to access calendar resources and/or rooms, 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 Meeting Rooms

  1. While creating a new meeting room, 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 Meeting Rooms that you create.

Step 2: set up hardware for 8x8 Meeting Rooms

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

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 Meeting Rooms app on the in-room controller

  1. Once a conference room has been set up for 8x8 Meeting Rooms, the conference room computer must be paired with a tablet that has the 8x8 Meeting Rooms 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 Meeting Rooms app, add a PIN code to the meeting room the in-room controller is paired with.
  2. On a tablet (AKA in-room controller) that meets hardware requirements for 8x8 Meeting Rooms, install the app:
    • Go to the 8x8 Meeting Rooms download page, and install the appropriate apps for the conference room computer ("Desktop") and in-room controller ("Mobile").
    • In the App Store or Google Play Store, search for <8x8 Meeting Rooms>, 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 Meeting Rooms, bring an in-room controller that has the 8x8 Meeting Rooms mobile app to pair with the conference room computer that has the corresponding desktop app.
  2. On the room computer, open the 8x8 Meeting Rooms 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 a Virtual Office or 8x8 Video Meetings Standalone customer, the place where you find the pairing code is different:

      • As a Virtual Office customer: Find the pairing code in Virtual Office Configuration Manager under Home > Meetings > Meeting Rooms.
      • As an 8x8 Video Meetings Standalone customer: Find the pairing code in 8x8 Video Meetings Standalone under Settings > Meetings admin > Meeting Rooms.


    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 Meeting Rooms 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 Meeting Rooms.
  5. To prevent navigating away from the 8x8 Meeting Rooms app, add a PIN code to the meeting room 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.