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A guide on setting up Scheduled Meetings using Vscene

How to Schedule a Meeting using Vscene

Schedule a meeting

You can schedule a meeting by selecting the Schedule button on your Home page.

Upon selecting the Schedule button, you will be taken to the Schedule Meeting page.

Here you can add the title of your meeting, a description or note for the users taking part in the meeting, the date you would like to schedule your meeting for, as well as the start and finishing time. Once scheduled the invitees will receive an email and the scheduled meeting will be in their calendar. 


Schedule a meeting in Vscene


Other options available for your scheduled meeting include:

  • Guests Outside your Organisation: This is where you will invite the guests you would like to participate in the scheduled meeting. Just enter an email address to invite someone to participate. Guests receive an invitation via email.

  • Vscene Members: This is where you invite Registered Vscene Members that you would like to participate in the scheduled meeting.

  • Call Moderators: Call Moderators of a meeting are given the ability to manage the meeting; they are able to call registered room systems into the meeting, invite new guests to the meeting and manage users in the meeting. 

  • Room Systems: Here you can search for and add registered Room Systems or V-Rooms/Vscene Pods, that will be dialled in for when your meeting is set to take place. If you wish to only add the Room system but not be called, simply untick Dial Out. 

  • Repeat: by selecting Repeat, you are able to set your scheduled meeting to be recurring. Options within Repeat include whether the meeting will happen Daily, Weekly or Monthly, the date that the repeated meetings will end on, or how many repetitions of the meeting will be had.

  • Keep Calendar event Private: Sets the calendar event and invitation to private, so other members of your organisation cannot see it in shared calendars.

  • Require a PIN to join the call: When selected you will be able to add an extra layer of security to your meeting with a 4 number pin. Participants will all receive the PIN in their invitation email.

  • Record Call: Selecting this box will enable Recording of both audio and video in your meeting.

    Recording will automatically stop 1 minute after the scheduled meeting time if nobody partakes in the meeting. The recording cannot re-start. Ensuring that invited users attend the meeting on time will avoid this, or alternatively do not select Record here, but simply enable recording when in the meeting instead.

  • Record content full screen: Select the Record option to enable this option. Participant video will not be recorded.

  • Live Stream: Live Stream option cannot be set if there is less than 15 minutes before the meeting start time.


Contact support

Contact our dedicated and experienced support team for any Vscene related support enquiries.

Call support: +44 (0) 3300 200 404 

Email Support  support@vscene.net