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How to set up one-click video conferencing with your Google Calendar

This new feature is available to customers who would like to participate in beta testing.

Vibe now supports one-click video conferencing with Google Calendar or Outlook Calendar. This feature enables users to start a meeting with a single click on your Vibe's home screen.

If you wish to set up one-click VC with Outlook Calendar, please refer to this help article.

 

Follow these step-by-step instructions to set up one-click VC with Google Calendar:

Requirements for setup

  • Own a Vibe board device
  • Currently use Google Meet or Zoom for video conferencing
  • Make sure you're using the default home screen. To set up your home screen, go to Settings - Screen Saver - Themes and choose Home Screen.
  • For Google Calendar: 
    • You must have a Gmail account or a Google Workspace account (formerly G Suite). If you are adding one-click VC for public meeting rooms, you'll also need Google Workspace Account Admin approval.
    • If you wish to use Zoom, please make sure the Zoom for Google Workspace plug-in has been successfully installed. Refer to this video for instructions on adding the Zoom plug-in to your Google Calendar.

      setup
      When the Setup One-Click Video Conferencing prompt appears on your screen, you can continue to set up:

      → on a personal Vibe device
      For a personal Vibe board, the user can authorize this Vibe to retrieve and display all of their meetings on the Start screen.

      → on a team Vibe device as a shared resource

      A Google Workspace admin may set up this device so it can be used by any team member to schedule meetings. (This option is appropriate if this Vibe will be used in a shared conference room.)

      One-click VC on a personal or dedicated Vibe board

      How to set up with a personal calendar

      1. Click the Setup One-Click Video Conferencing button on the home screen. A VC configuration page will appear in Chrome.
      2. Choose Google Calendar → Personal, Dedicated User.
      3. Sign in with your Gmail or Google Workspace account. 
      4. You will see the following: "Vibe wants to access your Google Account." Click Allow. Your device has been set up successfully when you see a "Successfully Configured" page.
      5. Return to the home screen. You should now see your meeting arrangements. Your meetings are in sync with the events scheduled with Zoom or Google Meet on your Google Calendar.
        meeting

      Schedule a meeting

      To schedule a meeting for your device:

      1. Go to Google Calendar and sign in with your Gmail account.
      2. Create a new Event and add a Google Meet or Zoom video conference for it. (For Zoom, you may need to sign in the first time.)
      3. You will now see the meeting on the home screen of your Vibe. You can click the meeting from the home screen to join.

      Tips for Zoom

      • Join
        You can join a Zoom meeting by clicking the Zoom meeting on the home screen. In this case, you're joining the meeting as a guest.
      • Host
        The host of any Zoom meeting is the organizer on Google Calendar who scheduled the meeting.
      • Sign-in
        It is recommended that you sign in to the Zoom app with your Zoom account. Please make sure you use the same Zoom account on Vibe as on your Google Calendar. In this case, you can join and host meetings on Vibe directly.

      Tips for Google Meet

      • Sign-in
        First, you need to sign in to Google Meet to start video calls. You can download the Google Meet app from the app store and log-in to your account. (Please refer to this article for help setting up Google services.)

      One-click VC on a team Vibe device (shared resource)

      Note: If you have multiple Vibe devices, please make sure to set up the first device with your Google admin account. You can then use other non-admin Google accounts to set up the remaining devices.

      If you do not have a Google admin account, you may set up a dedicated email account for this Vibe device. Then, you can follow the setup steps for a personal or dedicated Vibe device and still display the team's meeting agenda on the Start screen.

      Setup for public meeting rooms

      1. Click "Setup One-Click Video Conferencing" button on the home screen. A configuration page will appear in Chrome.
      2. Choose Google Calendar → Team, Shared Resource.
      3. Sign in with your Google account. (Only Google Workspace accounts are supported in this case).
      4. You will see the following: "Vibe wants to access your Google Account." Click Allow. Your device has been set up successfully when you see a "Successfully Configured" page.
      5. Return to the home screen. You should now see your meeting arrangements. Your meetings are in sync with the events scheduled with Zoom or Google Meet on your Google Calendar.
        Meeting

      Schedule a meeting

      A Vibe device is recognized as a room on Google Calendar and has the same name as your device name. You can manage your rooms on the Google Admin Console.

      To schedule a meeting for your device:

      1. Go to Google Calendar and sign in with your Google account.
      2. Create a new Event and add a Google Meet or Zoom video conference for it. (For Zoom, you may need to sign in for the first time.)
      3. Click Add room or location, then choose your Vibe device as a room/location.
        Schedule meeting on Google Calendar
      4. You will now see the meeting on the home screen of your Vibe. You can click the meeting from the home screen to join.

      Tips for Zoom

      • Join
        You can join a Zoom meeting by clicking the Zoom meeting on the home screen. In this case, you're joining the meeting as a guest.
      • Host
        The host of any Zoom meeting is the organizer on Google Calendar who scheduled the meeting.
      • Sign-in
        It is recommended that you sign in to the Zoom app with your Zoom account. Please make sure you use the same Zoom account on Vibe as on your Google Calendar. In this case, you can join and host meetings on Vibe directly.

      Tips for Google Meet

      • Sign-in
        First, you need to sign in to Google Meet to start video calls. You can download the Google Meet app from the app store and log-in to your account. (Please refer to this article for help setting up Google services.)