Creating invites to send

The Pexip Service add-in for Outlook lets you easily add a VMR — either your own, or a one-time-use room — to meetings that you create or edit in your Outlook desktop client.

1. Check that your IT team has made the Pexip Service add-in available to Outlook users — it's supported in the desktop and web versions of Outlook. You may need to download the Pexip Service add-in from the Microsoft Windows AppSource store. In other cases it may be made available to you automatically.

2. When the Pexip Service add-in has been installed, you see a Pexip Service button with the Pexip logo when you are creating or editing a meeting invitation. Click this button to open the add-in:

   

3. If asked, log into the app by entering your Pexip username and password:

   

4. You now see the Make it a video meeting panel:

   

   Firstly, decide where to host the meeting:

   • By default, the meeting will be hosted in your own VMR.

   • However, if you want to create a unique VMR just for this meeting, select Create a one-time room.

     One-time rooms are meant for a single, one-off meeting. They are useful when:

     • You don't want to think about changing PIN codes, but still want the privacy.
     • You have back-to-back meetings and are worried there might be "collisions" between participants in different meetings.
     • You don't want to communicate your personal VMR link externally.

     Note: One-time rooms that have not been used for over 100 days are deleted. This means that if a one-time room is created for a meeting that is scheduled 100 days into the future, that room will be deleted before its scheduled start time (unless that room has been used in the intervening period) and the meeting join links will fail. You can continue to use a one-time room in a recurring meeting providing the repeat interval is less than every 100 days.

   Then, decide how much joining information you want to add to the invitation:

   • To make it easy for your guests to join without needing to read a lot of text, you can add a simple, single link to the VMR. Do this by selecting Add meeting link.
   • However, if you’d like to give participants all the options for joining, select Add advanced room info. This will add joining instructions for browsers, Skype for Business, video systems (SIP/H.323), and telephones.
   • If you only want to include some of the options for joining, select Customize advanced room info, and select which joining instructions to include.

The appropriate links and join information are added to the meeting invitation.

Calendly is a super easy way to share your calendar with others and let them book time with you. You can set up Calendly so that it automatically uses your Pexip VMR as the location for your meetings. Here's how:

1. Log into Calendly and select Event Types.
2. For each event type that you'd like to be hosted in your VMR, select Edit.

3. In the What event is this? section:

   • Under Location, enter the URL of the VMR you want to use

   • Under Description/Instructions, enter a brief explanation of how to join. For example:

     From a web browser & other ways to join:
     https://pexip.me/meet/<your VMR>

   

4. Select Save & Close.

The URL will now be sent with the invitation, and will appear in the invitation's Location field. (Calendly also integrates with Outlook and Google Calendar.)

Adding a calendar to your app

You can schedule meetings from your Pexip app, but first you must tell it which calendar to use.

To do this:

1. Open the mobile app, and from the bottom right of the screen, select the Meetings icon and then Select calendar:

   

2. From the list that appears, select the calendars that you want to use.

   If you don't see the calendar you want, go to the menu, select Settings > Calendar, and then select which calendars to integrate with the app.

You should now see a list of all your upcoming video meetings:

Scheduling a video meeting using your app

To schedule a new video meeting in your calendar:

1. Open the mobile app and tap on the icon.

2. From the bottom right of the screen, select the icon:

   

3. Fill in all the details:

   • By default, the meeting will take place in Your room. However, if you want to use a one-time room instead, select this field and then select One-time-use room.

     One-time rooms are meant for a single, one-off meeting. They are useful when:

     • You don't want to think about changing PIN codes, but still want the privacy.
     • You have back-to-back meetings and are worried there might be "collisions" between participants in different meetings.
     • You don't want to communicate your personal VMR link externally.

     Note: One-time rooms that have not been used for over 100 days are deleted. This means that if a one-time room is created for a meeting that is scheduled 100 days into the future, that room will be deleted before its scheduled start time (unless that room has been used in the intervening period) and the meeting join links will fail. You can continue to use a one-time room in a recurring meeting providing the repeat interval is less than every 100 days.

   • If your app is integrated with more than one calendar, select the calendar icon to choose which one to use for this meeting.

   • Add the names of the people you want to invite to the meeting.

4. When you're done, from the top right of the screen, select Create:

   

The invitation is sent to the other participants, with details about how to join the room.

The meeting is also added to your meetings in the app. When it's time to join, simply select the meeting.

Having trouble?

If you're not seeing any meetings, or you're missing a particular meeting when you tap on the icon, double check the following:

• check that the source calendar has been added to your device's Calendar app
• check that the meeting has been added to the source calendar
• check that you have selected at least one source calendar from within the app, for the app to use (Settings > Meetings > Calendar)
• refresh or manually sync the source calendar and the Calendar app on your device.

The screenshots below are taken from the desktop app, but the web app experience is very similar.

What	HowHere's what you can do and how
Invite via email	Invite via email You can initiate an email with pre-populated joining instructions directly from the apps if you already have or would like to set up a local email client (such as Mail on Microsoft Windows). Select the Show Participants icon . Select the Share link to the room tab and then . This takes you into your local email client and opens a new email with full joining instructions pre-populated in the email body. If you don't yet use a local email application, this action will initiate the set-up process instead. Remember to include a guest PIN, if you have set one. Here's more information about setting host and guests PINs.
Get a link to your VMR for joining via browser	Get a link to your VMR for joining via browser To join your VMR via browser, all participants need is the URL to your room. Select or (it's a smaller version of the same button). Select Copy and then open an email or calendar invite in your usual email client where you can paste the URL and complete your invitation. Remember to include a guest PIN, if you have set one. Here's more information about setting host and guests PINs.
Get full joining instructions for joining via any method	Get full joining instructions for joining via any method If any of your invitees could be joining via VTC system, Skype for Business, or the standard telephone network, you can use the Advanced room information link which gives full instructions. Select or (it's a smaller version of the same button). Select the Advanced room information link and then open an email or calendar invite in your usual email client where you can paste the instructions and complete your invitation. Remember to include a guest PIN if appropriate. Here's more information about setting host and guests PINs.

All that participants need to join your VMR via a browser is the URL to your room and, if you set one, your guest PIN.

From the mobile app, you can send someone a link to your room via text message or email, for example. You choose which app to use to send the information, and the mobile app automatically initiates a message with your room and guest PIN in it.

Just go into and select Share, choose the app you want to use and then complete the message as you would normally.