How to set-up and run a multi-user Immerse schedule on a standalone headset (and browser)

If you are a learning facilitator looking to set up VR training for your team, this guide will help you quickly get up and running.

1. Install the APK on the participants' headsets (session administrator & participants)
2. Ensure the corresponding Immerse App is available in your organisation on the Immerse Platform  (session administrator)
3. Ensure participants have an account on the Immerse Platform (session administrator)
4. Create a multi-user Schedule (session administrator)
5. Invite participants (session administrator)
6. Join the Schedule (session administrator & participant)

1. Install the APK on the participants’ headsets (session administrator & participants)

Standalone Android-based headsets, such as Meta Quest, use APK files for application installation. There are several ways to deploy these, but this guide will not cover the various processes. It is important to note that the relevant APK must be installed before participants can join a multi-user session.

Some applications can also be accessed through the browser using WebGL. For these users, there is no need to install an application as content is downloaded to the browser upon joining.

2. Ensure the corresponding Immerse App is available in your organisation on the Platform (session administrator)

Your Immerse App must have been uploaded, as a multi-user app; apps designed and uploaded as single-user apps will not be available for multi-user schedules. If your application has a WebGL component, this will also need to be added to the Immerse App.

3. Ensure participants have an account on the Immerse Platform (session administrator)

All participants require an account on the Immerse Platform before they can be invited to a multi-user schedule. Check the user list at https://vr.immerse.io/users and use the search box to look for participants. If the participant isn’t listed, they can be manually invited by an Organisation Administrator, or automatically provisioned via SSO (if this has been enabled in your organisation).

4. Create a multi-user Schedule (session administrator)

Access the App List at vr.immerse.io/apps and locate the app you wish to use. In this example we'll use Immerse Refinery Demo. Click on that application, then click the Schedule tab

Now click [NEW SCHEDULE]; you will be presented with the following screen:

Now provide relevant information about the Schedule:

• Title (mandatory) - give your Schedule a descriptive name - this is how it will be referenced on the Immerse Platform (and potentially in users’ calendars, etc.)
• Date & Time (mandatory) - this will be communicated in automated emails and on the Session Access Page. If the multi-user session does not occur at the specified time, users will still be able to join the session.
• How will learners access this content? (mandatory)
  • Email - participants will receive an automated email invitation (see example email below). The email will contain the Date & Time data provided in the previous field. Access is restricted to only those named users.
  • Link - a unique Session URL is created, which can be accessed by any user with an Immerse account in your organisation. The link can be added to emails, intranet pages, Learning Management Systems, etc.
• Description will be pre-populated with the information stored in the Immerse App (although you are free to modify it here)
• How to access (optional) is used to provide more specific instructions to the learner, For example, you may want to instruct them to visit a particular physical building or room, or to use a particular headset to access the content.
• Useful contacts (optional) can be provided to offer details for support or other services related to the headset and application.
• Select host server (optional) - this doesn’t usually need to be modified but allows you to change the region where the session will be hosted.

5. Invite participants (session administrator)

If you requested that participants are invited via email, you will be presented with an option to [ADD PARTICIPANTS]

To add participants to the schedule, start typing their names and click on them as they appear in the drop-down menu. Repeat this process for every participant. If they are not visible, their account may not have been provisioned (see step 3 above).

Once your participants have been added, click [ADD LEARNERS] 

6. Join the Schedule (session administrator & participant)

Once added to the Schedule, each participant will receive an email invitation containing the Schedule title, the name of the person who created it, as well as the date and time of the scheduled event.

When a participant clicks [JOIN SESSION], they will be prompted to log in to the Immerse Platform. Once logged in, they will be presented with the Session Access Page. In this example, the user has two options: [GET VR PIN] and [LAUNCH IN BROWSER].

Clicking [GET VR PIN] generates a six-digit PIN which participants enter after launching the app in their headset. This PIN serves as a way to ensure that only authorised users can access the session.

Alternatively, if a participant chooses to click [LAUNCH IN BROWSER], a new browser window will open, and the WebGL content will be downloaded. This process may take a minute or so, especially if the content is large.

Overall, the process of joining a multi-user VR session involves a few simple steps, and participants can choose the method that works best for them, whether that's using a VR headset or accessing the content through their browser.