Creating & using meeting links

Create meeting links for scheduled meetings that you want to have with both internal and external guests. You can create them from:

• Directly from Google Calendar or Outlook Calendar.
• From Roam, click the Calendar button in the bottom toolbar, then click the + button.
• From a Meeting Room, click the Invite button in the bottom toolbar, then copy the Meeting Link.
• Settings > Links > Meeting Links.
• Settings > Links > Guest Link.

Joining the Meeting

• Before the meeting starts, guests clicking the link will land on a lobby waiting page displaying the meeting name, host name, your company branding, and a countdown to the start time.
• If they attempt to join after the conclusion of the meeting or after the scheduled end time (whichever is later), they will be informed that the meeting has concluded.
• When the first member or guest joins the meeting, Roam automatically assigns an appropriately-sized Meeting Room on the floor where your office is located.
• Guests waiting to join are also visible on the Floor Map.
• Members of your Roam can enter the meeting using the link at any time.
• The Meeting Room is temporarily renamed with the event name for the duration of the meeting.
  • If the calendar event is sent to Private, the meeting name will not be shown on the Floor Map.
  • If the default visibility is Free/Busy, the meeting name will be visible on the Floor Map.

Guest Experience

• Guests do not need to download the Roam desktop app and can join via their desktop web browser.
• To join on mobile, guests can download the Roam iOS or Android app or join by dialing the phone number listed in the calendar event and entering the meeting access code when prompted.
  • Note: Calendar events created before March 12, 2025 may not include dial-in instructions. To add them, remove and re-add Roam Video Conferencing to the calendar event.
• On the waiting page, guests can enter their name and enable their camera and microphone access in one step.
• Once they join, they’ll see a preview of your Floor Map until someone admits them.
• Any Roam member can admit a guest if needed, depending on the meeting access level.
• Guests cannot roam freely or enter rooms on their own. To move a guest to a different room, click on their profile picture and click “Bring to Me” to bring them into your current room.
• To end their visit after the meeting, click on their profile picture and click “End Visit” to gracefully exit them from your Roam.

For questions or to schedule a meeting scheduling training session with an expert Roamgineer, please contact us.