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This guide outlines essential steps and recommendations for hosts and participants to ensure optimal performance, maximum engagement, and effective sales execution (Sellinars) within the Scoot platform.

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I. Foundational Setup and Technical Preparation (All Users)

Ensure a seamless, high-quality experience by completing these checks before joining any Scootaverse room.

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Device and Browser Configuration

Best Practice Rationale and Details Use Recommended Browsers For optimal performance and stability, always use Google Chrome or Microsoft Edge. Avoid Early Access Browsers for Hosting Hosts should avoid using Safari or Firefox for running events, as they may have unexpected bugs. Close Unnecessary Applications Free up system resources and prevent “Failed to Initialize Devices” errors by closing all other applications and browser tabs, especially those using your camera or mic (e.g., Teams, Zoom). Enable Hardware Acceleration Ensure smoother audio/video streaming by enabling this feature in your browser’s system settings. Power Your Device Plug in your laptop before starting to ensure sustained resource consumption and prevent freezing or disconnections.

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Camera, Microphone, and Audio

Best Practice Rationale and Details Use Headphones with a Mic This is the most effective solution to provide high-quality voice capture and, critically, eliminate echo or audio feedback. Set Browser Permissions Before entering the room, confirm your browser permissions are set to “allow” camera and microphone access. Mac users may also need to grant access at the Operating System level. Keep Devices ON in Waiting Room Keep your camera and microphone enabled in the waiting room to avoid an entry error. You can adjust settings once inside the main room.

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Network Conditions

Best Practice Rationale and Details Ensure Strong Wi-Fi Bandwidth requirements increase with the number of users. For larger rooms, aim for up to 30 Mbps download and 10 Mbps upload. Avoid VPNs If possible, connect without a VPN, as it can restrict bandwidth and increase latency, resulting in poor quality audio/video. Configure Firewalls (IT Admins) For seamless access, IT must permit core services over port 443 (https/web-socket) and media traffic via UDP over a random port.

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Host and Organizer Best Practices (Design and Configuration)

Hosts should configure their Scootaverse rooms to align with their specific event goals (sales acceleration, training, large webinar, etc.).

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Pre-Event Configuration

Best Practice Rationale and Details Set Appropriate Capacity Choose a room size that matches attendance (e.g., Mini: 10 people; Jumbo: 300 people). For 300+ attendees, use a multi-room Scootaverse. Use Alternate Hosts Pre-set licensed users as Alternate Hosts for redundancy and to share responsibilities like managing participants or recording. Control Feature Access Navigate to Room Settings to toggle off unnecessary features (e.g., Start an Ice Breaker, Share Screen) for larger events to minimize interruptions and maintain focus. Define Audio Group Size Adjust the maximum audio group size in Room Settings (2 to 20 participants) to control the intimacy of small conversations. This cannot be changed while inside the room.

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B. Designing the Scootaverse Experience

Best Practice Rationale and Details Curate the User Journey Design the room layout to facilitate a natural flow, considering how a prospect or customer should move and progress through the space. Customize Entry Flow for Sales For Sellinars, use the Custom Entry Flow to designate sales reps as “Group Formers” and prospects as “Group Fillers.” This ensures reps are available to lead initial conversations immediately. Set up Visual Indicators Configure Smart Badging questions to automatically assign Visual Indicators (colored rings) to video bubbles, making it easy to identify speakers, customers, or internal staff at a glance. Use Clickable CTAs Place Clickable Room Items linked to external content (videos, surveys, corporate sites) in interactive areas to encourage exploration and action.

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III. Execution and Moderation Best Practices (During the Event)

Active moderation ensures a clear and engaging environment for all attendees. Best Practice Rationale and Details Perform a Practice Run Do a dry run to familiarize yourself with the environment and identify any potential network or resource challenges. Train Super Users Assign and train team members to act as guides who can encourage attendees to spread out and help troubleshoot basic navigation issues. Deliver a Welcome Toast Use the Toast feature (1–2 times in the first 10 minutes) to greet attendees and give brief, essential instructions on movement and using the mini-map. Encourage Spreading Out If attendees are clustered beyond the audio group size limit, verbally prompt them to spread out for a better audio experience. Manage Presentation Mode Use Restricted Mode for focused lectures (locks down all audience audio) or Raise Hand Mode for structured Q&A sessions. Share Videos via Link For the highest quality stream, use the “Share Video Link” option and embed a Vimeo or YouTube URL instead of a standard screen share. Record Natively Use the native “Record presentation” button while in presentation mode. The recording is captured on the server and downloaded later.

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IV. Participant Best Practices (Interaction and Navigation)

Participants should leverage movement and interaction tools to maximize their engagement and networking opportunities. Best Practice Rationale and Details Move Freely to Interact Use your mouse (click and hold) or arrow keys to move. Your audio volume dynamically adjusts based on proximity, ensuring conversations are private to your immediate group. Find People Quickly Use the Search Bar (by name, company, or title). Their location will be highlighted on the Mini-Map. Use the Teleport button on their Smart Badge or click an empty space on the Mini-Map to move instantly. Utilize Pop-out Presenter During a presentation, use the three-dot menu on the presenter’s video to select “Open pop-out.” This allows you to detach the video into a separate, resizable window for multitasking. Engage with Reactions Use the Reactions menu (smiley face icon) to send emojis that float upwards on the screen, providing non-verbal feedback without interrupting the speaker. Manage Audio Individually If a participant nearby is distracting, you can locally mute their audio or hide their video feed by hovering over their bubble and clicking the corresponding icon.

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V. Quick Troubleshooting Guide

If you encounter technical difficulties, follow these steps to quickly resolve the issue. Issue Resolution Step General Bugs, Lag, or Performance Issues The fastest solution is to simply refresh the page and rejoin the room/social. “Failed to Initialize Devices” Error (PC) Fully close out of all other applications (Teams, Zoom, etc.) that may be holding onto camera/microphone control, and then refresh the Scoot page. Persistent Echo or Feedback Ask the participant causing the echo to wear headphones with a microphone. Screen Share Failure Check your browser and Operating System security settings to ensure your browser has been enabled for screen recording. Need Advanced Assistance If issues persist, contact the support team by emailing support@scoot.app or calling +1 214-494-1630.