Touchcast for Teams User Guide
Are you ready to change how you communicate?
Getting started with Touchcast for Teams is incredibly simple and intuitive. In less than a minute you can immerse yourself and your audience in a photorealistic venue, and start reimagining the way we share knowledge, connect with coworkers and clients, and foster genuine relationships in the digital space.
Important: Depending on your organization settings, a Teams Admin may need to approve the app before you can start using it. Read about the exact steps to take here https://touchcastllc.atlassian.net/wiki/spaces/CS/pages/3353837569 .
If you know Teams, you’ll know Touchcast for Teams.
Scheduling & adding Touchcast for Teams to a meeting
It’s easy to add the Touchcast for Teams app to your meeting. If you’re scheduling a meeting in advance, follow these steps:
1. Launch your Teams desktop client.
2. Click on the Calendar tab from your left hand panel.
3. Click on the time slot directly in the Teams calendar (see Option 1) or select "+ New Meeting" in the top right corner of the Teams window (see Option 2).
Option 1
Option 2
4. Enter a title for your meeting. By default, the title added here will appear across both your speaker and attendee calendar invites. You can change this title per user role at a later time.
5. Add yourself as a required attendee of the meeting. This step is mandatory to add the Touchcast for Teams app later!
We recommend adding yourself (or a member of your internal team) as the required attendee. Anyone added to the meeting at this initial stage will be listed as a participant in both the speaker and attendee meetings.
6. Enter or select the date, start, and end time for the meeting. Since schedules are subject to change, you can always edit the date and time later.
7. Click Send to save the meeting.
At minimum, you will need to include the title, a start/end time, and at least one participant to add the Touchcast app.
8. Click on the created meeting in your Teams calendar.
9. Select Edit from the popup.
10. Click on the "+" icon in the top navigation bar to open the Teams App Store.
11. Type in “Touchcast” to search for the extension, and select the Touchcast app.
12. For first time installation, select Add in the popup.
13. Enter your information in the registration fields.
14. Scroll to the bottom of the registration form and select Register.
15. Click Save to confirm the addition of the Touchcast for Teams app to your meeting.
Setting up your Touchcast for Teams environment
You’ll be prompted to follow 5 additional steps to configure your Touchcast for Teams experience after adding the application to your meeting. Let’s go!
Step 1: Select Venue
1. From the Select Venue tab, scroll through the Touchcast Iconic Venues and click to select the one that fits your desired look and feel.
2. A popup will appear when you’ve made your selection with a brief description of that venue. Click Confirm to proceed.
3. Click Next.
Step 2: Customize
Drag and drop an asset, or click in the Add your brand logo field to select a logo from your local files. Skip this step if you do not need to add a custom logo to your venue.
2. Click Next to proceed.
Step 3: Invite Speakers
This step allows you to invite your presenters or silent stakeholders to the Touchcast for Teams Speaker call. The information added here can always be edited later.
Edit the Title of the speaker meeting room.
2. Add the speaker Participants by individually typing their names if they belong to your Teams tenant, or entering their email addresses.
3. Enter Meeting Details. Information provided in this field will only be visible to those added as Participants for the speaker meeting.
4. Select Next to proceed.
Step 4: Invite Attendees
If desired, edit the title of the attendee meeting room.
2. Add the attendee Participants by individually typing their name if they belong to your Teams tenant, or entering their email addresses. You can skip this step if you are streaming to an external platform for attendees.
3. Enter Meeting Details. Information provided in this field will only be visible to those added as Participants to the speaker meeting.
4. Select Next to proceed.
Step 5: Review Session Details
Upon adding the app and customizing the Touchcast for Teams experience, there will be two separate meeting rooms created: one for the speakers, and one for the attendees. Be sure to carefully review the details you’ve added at each prior step.
Click Join to begin the speaker meeting, or right-click to copy the link and paste it wherever needed.
2. Click Join to begin the attendee meeting, or right-click to copy the link and paste it wherever needed.
3. Copy the Web Link if attendees will be joining through a browser link (outside of Teams entirely). While you can find this link later, it’s easiest to pull at this stage.
4. Review the list of Speakers.
5. Review the list of Attendees.
6. If any details need to be edited, you can select Back to go back to a previous step.
7. Click Close to exit the setup experience and navigate back to your Teams calendar.
8. Click Join if you would like to start the meeting immediately.
Best practices
Set Up
✅ Double-check you’ve added the correct email addresses for your participants.
✅ Run at least one demo or test meeting with the Touchcast for Teams extension prior to sessions with external attendees.
✅ Review your logo or additional imagery uploaded to your virtual venue; depending on your venue selection, different variations or sizes of your asset may be required.
✅ Ensure that macro-edits to one meeting room are reflected in the other (e.g. if changing the time of the speaker meeting, make sure to manually change the time of the attendee meeting).
✅ If attendees will be viewing via the web, copy the experience link before saving and closing your meeting editor.
In Meeting
✅ Have a good internet connection and a quiet environment.
✅ Aim for natural lighting; avoid overhead lights or being backlit.
✅ If you have a stakeholder or colleague joining the speaker meeting who will not be actively involved in presenting, they should be advised to keep their microphone muted and camera off for the duration of the call.