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Creating Meeting Rooms

Introduction

Meeting Rooms (Private Rooms) allow for adding bookable meetings to a VCP event. They can be attached to a Contributor or a Sponsor. They allow for multiple hosts, multiple guests, and video conferencing.

Whitelisting Domains

In order for Meetings Rooms (Book a Meeting) to function properly, customers will need to whitelist the following domains:

  • https://8x8.com
  • https://*.8x8.com
  • https://8x8.vc
  • https://*.8x8.vc
  • https://jitsi.net
  • https://*.jitsi.net

Warning

If a client has any issues with the video stream not connecting it's probably worth checking they've whitelisted the above domains first.

Instructions

First make sure you're logged in to www.vcplive.com as an admin.

  1. Edit the conference you'd like to add a Meeting Room to and go to the Meetings tab.

  2. Add a new Meeting Room.

    • Primary Details:
      • Thumbnail - A logo which appears on either the Book a Meeting modal which appears when booking a meeting from the contributor grid, or sponsor page, or when booking a meeting from the embed on a contributor page.
      • Room Name - This will appear when in the actual Meeting Room, so it may be best to give it name such as '[Speaker name] Meeting Room', or '[Company Name] Meeting Room'.
      • Hosts - further details for adding a Host describe later in this guide.
      • Description - Shows in modal or in the embed on the contributor page. Try to keep this a moderate length so the description doesn't get too lengthy.
    • Availability:
      • Dates - Put the start and end dates for when delegates are able to book meetings in this room.
      • Exclude Weekends - Checking this means weekends will not be bookable days.
      • Hours - Here you can add the times the meeting room will be available; it can be a whole day session for example 9am to 5.30pm or you can integrate a lunch break and do 9am to 12pm, then 1pm to 5.30pm. These slots can be segmented further if more granular control is required.
      • Session Notice Period - The notice time required for booking a meeting in. A delegate won't be able to
      • Session Length - Set the default length of booked meetings
      • Session Buffer - Sets the buffer between sessions for example if the session length is set to 30 minutes and the buffer 15 minutes, bookable meeting slots will be every 45 minutes.
      • Exceptions - This section allows you to add exceptions where meetings cannot be booked, for example is a host is available all week except on Thursday morning you block out the Thursday morning as un-bookable.
      • Published - Makes this meeting room available to have booking.
    • You will need to set up the meeting Emails - Booking, Invite and Host Notification:
      • Email Subject - The subject line of the email which gets sent to the appropriate recipient.
      • Email Body - The main content of the email, this can be basic text, or a html email.
      • Attach Calendar Invitation - This checkbox attaches the invite to the email so it can be added to a recipients calendar.
    • Save the Meeting Room and Conference.

Adding a Host(s) to a Meeting Room

Adding a host to a Meeting Room is very straight forward. Firstly the user should already be a delegate, but if they aren't, they'll automatically be added. You just need to:

  1. Edit the Meeting Room you want to add the host to.
  2. On the Primary Details tab scroll down to hosts.
  3. Add a new host.
  4. Complete the appropriate fields:
    • Primary Details:
      • Name - Name of the Host, appears on the booking modal/embed.
      • Email - The email address for the host, they'll get emails about meetings being booked here.
      • Type - Select host here.
    • Host Information:
      • Avatar - If you add a profile picture here for the host, it'll replace the logo set for the meeting room - IGNORE this field not used.
      • Subtitle - Shows just under where the name in previous tab shows.
  5. Save the Host, Meeting Room, and Conference.

Host Access

In order for a host to gain access, they need to do a few things:

  1. Go to www.vcplive.com/user.
  2. Click to reset their password.
  3. The host then needs to complete the reset process.
  4. Once complete they'll have now password, so they can log in to access their meetings.
  5. Go back to the link in step one - www.vcplive.com/user.
  6. Login using their email and newly generated password.
  7. They'll be redirected to their meetings page:

Linking a Meeting Room to a Speaker

Once the Meeting Room has been created, saved, and the Conference saved, you're now ready to add the Room to a Speaker. If you haven't saved the conference as well as the meeting room, you won't be able to find the room in the dropdown later on down the line.

  1. Edit the Contributor.
  2. Go to the Meeting tab.
  3. Under Meeting Type, select Private Room.
  4. Under Private Room, select the room you have setup for this contributor.
  5. Save the contributor, then the conference.

Linking a Meeting Room to a Sponsor

Same as how this works for Speakers, make sure the Meeting Room is saved along with the conference, otherwise you won't see it in the dropdown.

  1. Edit the Sponsor.
  2. Go to the Meeting tab.
  3. Under Meeting Type, select Private Room.
  4. Under Private Room, select the room you have setup for this sponsor.
  5. Save the sponsor, then the conference.

Editing Meetings

All of the following actions can be done by both Hosts and Guests and require going to the users meetings page, the URL for this goes a little something like this: www.vcplive.com/[conference-url]/meetings.

Adding Guests

When adding a guest, as long as the email used is a valid email address, the guest will receive an email inviting them to the meeting. This email can be configured based on a clients need, but a default is always supplied.

  1. Go to the Meetings page for your conference.
  2. Select the Meeting you want to add guests to, you should see a modal.
  3. Hover over the plus icon, this should bring up a title which says add guests, click this button.
  4. In the text box that appears, add the emails for any guests which need to be added.
  5. Click Send Invites, done.

Adding to Calendar

  1. Go to the Meetings page for the conference.
  2. Select the Meeting you want to add to your calendar.
  3. In the modal click the calendar icon, this will download an ical file.
  4. Open the ical file which should open it in your calendar app and add it to your calendar.

Cancelling the Meeting

When a meeting is cancelled, you user will get a booking email with the subject line changed to say meeting cancelled.

  1. Go to the Meetings page for your conference.
  2. Select the Meeting you want to cancel.
  3. In the modal, click the bin/trash icon.
  4. Confirm the cancellation, done.