Hosting a Meeting from Bluescape

Support Note
This topic may not be relevant to all Bluescape members and may not apply to all Organizations. If you’re unsure whether your organization has any of these features, please reach out to your IT department.

Bluescape supports both scheduled meetings and ad hoc meetings. As a meeting organizer or host, you can choose which type of meeting you’d like to conduct at any given time.

With every Bluescape meeting, a workspace is generated so that participants can collaborate freely during the meeting. These workspaces can be either an existing workspace (as shown below) or an automatically generated blank workspace. The type of workspace you see during the meeting depends on how you (as a host) invite your participants. Let’s explore.

Hosting an Ad Hoc Meeting

There are two ways to host an ad hoc meeting in Bluescape:

  • Host a meeting from My Bluescape
  • Host a meeting from an existing workspace

To invite members to an ad hoc meeting from My Bluescape:

  1. Click the Start new meeting button from the top banner in My Bluescape. You can also press J on your keyboard (this is the shortcut to start a meeting).

  2. To invite collaborators to the meeting, copy the link in the Invite people by sharing this link field by clicking the Screen Shot 2022-02-07 at 9.14.30 PM icon.

  3. You can copy and share additional meeting details by clicking Screen Shot 2022-02-07 at 4.32.03 PM (meeting dial-in options) icon. This makes the meeting accessible to dial-in participants.
    Screen Shot 2022-02-07 at 4.33.57 PM

  4. Click Copy meeting information and provide the meeting details to your desired participants by pasting them in your preferred communication platform.

  5. Click Join call when ready and wait for your participants to arrive.

Note: If you host a meeting from My Bluescape, a blank meeting workspace will automatically be created. You are free to collaborate in this workspace at any point in the meeting. Once the meeting ends, an email will be sent to the meeting organizer or host, and they can claim the workspace to save it.

To invite members to an ad hoc meeting from a workspace:

  1. Go into your desired workspace you wish to host a meeting from.
  2. From the top right corner of the workspace, click the Join Call (Start Call) icon.
  3. Follow the above steps 2-6 and wait for your participants to arrive. Collaborate in real-time in the existing workspace.

Note: If you host a meeting from inside an existing workspace, the meeting will be associated with that specific workspace that you started the meeting from.

Hosting a Scheduled Meeting

Schedule meetings faster with the Bluescape plugin for Outlook. With a click of a button, the plugin populates Bluescape meeting details so all you have to do is invite your desired participants.

Learn more: Scheduling a Bluescape Meeting in Outlook

You can schedule meetings and invite Bluescape members and visitors to join.

To invite members to a scheduled meeting:

  1. Go to My Bluescape.

  2. Click the Start new meeting button from the top banner in My Bluescape. You can also press J on your keyboard (this is the shortcut to start a meeting).

  3. Click Screen Shot 2022-02-07 at 4.32.03 PM (meeting dial-in options) icon. This makes the meeting accessible to dial-in participants.

  4. Click Copy meeting information and paste all details in your desired meeting scheduling platform.

  5. Invite your desired Bluescape members and visitors to participate in your scheduled meeting.

  6. When it’s time to meet, you and your participants will click Click here to join the meeting from the meeting invite. This will open the meeting dialogue box.

  7. Once ready, click Join call. You are now the host and can wait for your participants to arrive. As a host, you will have more controls in the meeting including muting participants, letting people in from the waiting room, and more. For more information: Host Controls for Bluescape Meetings

Note: By default, when you schedule a meeting, the workspace associated with the meeting is automatically generated as a new blank workspace, so you and your participants can collaborate freely.

Need to Schedule a Meeting Associated with an Existing Workspace?

Scheduling a meeting associated with a workspace is great for when you want to go over specific items, host design reviews, host brainstorming sessions, conduct a presentation, and so much more.

Learn How
  1. Go to the workspace you wish to host the meeting from.

  2. Click the Join Call (Start Call) icon, located at the top right corner of the workspace.

  3. Click Screen Shot 2022-02-07 at 4.32.03 PM (meeting dial-in options) icon. This makes the meeting accessible to dial-in participants.

  4. Click Copy meeting information and include all details in your desired meeting schedule platform.

  5. Invite your desired Bluescape members and visitors to participate in your scheduled meeting, now associated with an existing workspace.

  6. When it’s time to meet, you and your participants will click Click here to join the meeting from the meeting invite. This will open the meeting dialogue box. Once ready, click Join call.

  7. You are now hosting a scheduled meeting in the preferred workspace and can wait for your participants to arrive.

As a host, you will have more controls in the meeting including muting participants, letting people in from the waiting room, and more. For more information: Host Controls for Bluescape Meetings

Where to Next?

Not what you were looking for? Reply below or Search the community and discover more Bluescape.

If I host a meeting from an existing workspace, does that mean guests have permanent access to that workspace or is their access limited to the duration of the meeting? Thanks.

@Linda_Campbell1 If you add a guest to the workspace, they will have permanent access to it. You can remove them through the Share option if you wish to do so. Inviting Collaborators to a Workspace walks through the functionality.

If you host a meeting in a workspace and never provide the external participants access to the workspace, they will be able to join the meeting; however, they will not be able to see the workspace.

Thanks for the quick reply @stefanieo … I have another question and I think I know the answer but haven’t been able to make this work yet… Instead of inviting peeps to my private workspace and then uninviting them after, can I copy a canvas and put it into a different meeting space? And if so, can you point me to instructions please? Thanks, Linda

Hi @Linda_Campbell1 all great questions! :slight_smile:

Yes, you can copy and paste canvases (and elements contained within) from one workspace to another through group selection. However, there is a limit to the number of elements that can be copied over from one workspace to another.

The limit is 250 elements (notecards, shapes, strokes, etc.). This may be the issue you are running into when attempting to copy and paste across workspaces.

Here are some suggested topics: