Schedule 8x8 Video Meetings

As a registered 8x8 Video Meetings 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:

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

Get to know your personal meeting space

Note: As an 8x8 Video Meetings Standalone user, you must register and sign in for free to access and customize the behavior of your personal meeting space.

8x8 Video Meetings enables you to access a personal meeting space you can invite participants to. As a user accessing meetings via Virtual Office or 8x8 Video Meetings Standalone apps, you have a meeting space assigned to you based on your name, which you can find when you open the Meetings tab in the desktop app or on web, or open the Meetings tab and go to Meet now 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 Video 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 Virtual Office desktop app, or go to Settings > Calendar & Scheduling in the 8x8 Video Meetings Standalone desktop app.
Then:
-The meeting space you select is used for all meetings with 8x8 Video Meetings 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 Video Meetings that you launch by clicking Start in the Meetings tab of your desktop app.

Note: If you are scheduling a meeting in a calendar not synced with 8x8 Video Meetings, you can copy your personal meeting space information by clicking or tapping the Copy icon 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 tab of the 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:

Launch meetings instantly with 8x8 Video Meetings

Note: The ability to launch meetings via personal meeting space is available to Virtual Office and registered Standalone users, but not to guests who have not signed in.
To launch a meeting instantly as a guest without a personal meeting space, launch a meeting via web.

If a task arises on short notice, you can launch a meeting from your Virtual Office or 8x8 Video Meetings Standalone app 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 50 participants can join a meeting directly with 8x8 Video Meetings, and an unlimited number can follow the meeting via YouTube streaming.

To launch a meeting instantly:

  1. In your desktop or mobile app, open the Meetings tab.
  2. To launch a meeting in your personal meeting space:
    • On desktop: Next to the name of your personal meeting space, click Meet now to launch the meeting instantly.
    • On mobile: Tap Meet now, and at the prompt, tap Start meeting to confirm and launch the meeting.
  3. Once you are in the meeting, begin inviting participants:
    • As a Virtual Office user: Click the Invite people icon, enter the contact names or phone numbers of the participants to invite, and confirm.
    • As an 8x8 Video Meetings Standalone user: Click the Invite people icon. If you are joining via your mobile app, tap the More actions icon first to see this option. Then:
      • On web or desktop app: Click the Copy icon 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 app: Enter the name of a company contact (or any phone number) and confirm, or click the Share icon 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 Video Meetings

Note: The ability to sync your calendar is available to Virtual Office and registered Standalone users, but not to guests who have not signed in.

To use 8x8 Video Meetings 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 Virtual Office or 8x8 Video Meetings Standalone apps through the sync.

To sync your calendar:

  1. In your desktop or mobile app, open the Meetings tab.
  2. In the tab, 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
    • Office 365
    • Exchange
    • Outlook.com
  4. Go through additional confirmation prompts for the calendar you selected. Once you finish, the Meetings tab 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 Video Meetings to calendar events you own.

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 8x8 Video Meetings to your synced calendar

Once you sync your calendar, you can promote any event in your calendar to a collaborative meeting with 8x8 Video Meetings. Simply schedule an event from your usual calendar, then go to your Virtual Office or 8x8 Video Meetings Standalone 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 Video Meetings, 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 the Meetings tab. You are now able to add a meeting to the event.

    Note: Up to 50 participants can join a meeting directly with 8x8 Video Meetings, 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 desktop or mobile app.
  2. Go to the Meetings tab to view your upcoming calendar events.
  3. If a calendar event does not have a meeting attached, it is marked with an Add meeting icon; events with meetings already attached do not show this icon. As the time approaches to join a meeting with 8x8 Video Meetings, the meeting in the list displays the time remaining until you need to join.

    Note: Depending on your selection under Settings > Meetings > Schedule meetings in Virtual Office desktop app or Settings > Calendar & Scheduling in the 8x8 Video Meetings Standalone desktop app, 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 icon 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 50 participants can join a meeting directly with 8x8 Video Meetings, and an unlimited number can follow the meeting via YouTube streaming.

Schedule meetings via Google Calendar

Note: The ability to schedule 8x8 Video Meetings via Google Calendar is available to Virtual Office and registered Standalone users, but not to guests who have not signed in.

Once you have integration with Google Calendar installed as a Virtual Office user or as an 8x8 Video Meetings Standalone 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 Login button to open an 8x8 login prompt.

    Note: If you are currently logged in to the web app as an 8x8 Video Meetings Standalone user, you are not prompted to log in to the plug-in. Similarly, logging in to or out of the plug-in affects your login status in the web app.

  4. At the prompt, log in with your 8x8 extension credentials, and confirm.
  5. In your calendar event, click Add Video Meeting or Add Virtual Office Meeting to attach meeting info to the calendar event.

    Note: Depending on your selection under Settings > Meetings > Schedule meetings in Virtual Office desktop app or Settings > Calendar & Scheduling in the 8x8 Video Meetings Standalone desktop app, 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: Up to 50 participants can join a meeting directly with 8x8 Video Meetings, and an unlimited number can follow the meeting via YouTube streaming.

Schedule meetings via Office 365

Note: The ability to schedule 8x8 Video Meetings via Office 365 is available to Virtual Office and registered Standalone users, but not to guests who have not signed in.

Once you have integration with Office 365 installed as a Virtual Office user or as an 8x8 Video Meetings Standalone 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:
    • As a Virtual Office user: Click the 8x8 Virtual Office Meetings icon in your calendar event header to open your 8x8 integration panel.
    • As an 8x8 Video Meetings Standalone user: Click the 8x8 Video Meetings icon 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 Virtual Office desktop app or Settings > Calendar & Scheduling in the 8x8 Video Meetings Standalone desktop app, 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 50 participants can join a meeting directly with 8x8 Video Meetings, and an unlimited number can follow the meeting via YouTube streaming.