Getting Started with Gather

Welcome to your virtual office on Gather, where you can experience the best of in-person collaboration with your distributed team. This guide will help you get started and teach you the basics of collaborating in Gather.

Interested in running a free pilot with your team? Check out our Pilot Guide.

Getting started

Start with these five essential steps for the best experience with Gather.

1. Download the Desktop App
2. Claim and decorate your personal desk
3. Connect your calendar and install the extension (guide for Google | guide for Outlook)
4. Move/Schedule all internal meetings in Gather (follow this guide)
5. Set system permissions for Gather to access the microphone and camera, and to record screens for screen sharing

Using the Office

To move & look around: 

• Double-click to walk or use the arrow keys/WASD keys
• Click and drag to pan the map
• Open the Participants Panel for a list view of who’s online & where they’re at

Learn more about looking & moving around.

To control your audio & video: 

• Use the buttons at the bottom to turn your mic & camera on/off
• Use the toggles to change devices or adjust settings like virtual backgrounds 

Important: If someone walks up to you while your mic & camera are off, you must turn them on in order for the other person to see/hear you. (No one can force your devices on.) 

To talk to someone: 

• Find their avatar on the map or name in the Participants Panel
• Make sure their status is Available 🟢
• Wave at them to get their attention
• If they’re free to talk, they’ll walk over!
• If not, they’ll send a chat DM to let you know when they’re free

Learn more about starting conversations.

When someone wants to talk to you: 

• If you receive a Wave, that means someone wants to talk
• If you’re free, click the Walk Over button to walk over to them automatically
• If it’s not a good time, send them a quick chat DM to give some context
• Consider setting your status to Do Not Disturb so people know you’re unavailable

To schedule a meeting: 

Make sure you’ve installed the Google / Outlook extension first

• Open your Google/Outlook calendar
• Create the meeting
• Click the button to “Make it a Gather meeting”
• Select the meeting spot

Learn more about scheduling meetings. 

To join a meeting: 

Make sure you’ve connected your Google / Outlook calendar

• Before the meeting begins, you’ll receive a desktop notification / notification in Gather
• Click “Take me there” to walk over
• You can also manually walk your avatar in/out of the meeting at any time

Learn more about meetings. 

To lock a meeting for extra privacy:

• Make sure you’re talking in a Private Area (this includes meeting rooms & your desk) 
• Click the Lock button in the top bar
• No one else will be able to enter the area without permission 

When meetings end: 

• Return to your desk
• Click the “Walk to Desk” button or use the CMD+D shortcut
• This helps others in the office see that you’re done with a call and free for quick chats

To step away from your desk or focus on something: 

• Set your status to Do Not Disturb 🔴
• You won’t hear/see anyone around you
• Your teammates will be able to see that you’re unavailable
• Use this for lunch breaks, bathroom breaks, focused work time, etc. 

Exploring the office

Your desk:

• This is your personal workspace
• Sit here in between meetings so others can see when you’re available
• You can also talk to people and schedule meetings at your desk
• If you step away, set your status to Do Not Disturb
• Decorate it! It’s a nice way to show off your personality. 

Learn more about your personal desk

Meeting rooms: 

• Private areas where groups can meet
• Everyone in a meeting room will be able to see/hear you if your mic & camera is on 
• You can schedule meetings in them in advance or just walk into one if you need a place to talk

Learn more about meeting rooms 

Coworking couches: 

• A casual area for working with others
• Go here if you’re feeling social and open to coworking
• People will be able to see you and can join if they’re looking to cowork also

Recommendations

Follow these guidelines (and encourage your teammates to do the same) so everyone has a great experience in Gather: 

1. Hold all internal meetings in Gather. Then your team isn't switching between tools.
2. Sit at your desk in between meetings. This will let your coworkers see when you’re free for a quick talk. 
3. Use Do Not Disturb when you step away or need to focus. For example, if you take a lunch break or need to focus on quarterly planning. This signals to others that you’re unavailable at the moment but will be back later. 
4. Use the Wave feature to start a conversation. It signals that you want to talk, but gives your coworker time to pause what they’re doing before you actually walk up to them and start talking. 
5. Be respectful of meetings taking place: If you see a conversation happening in a private area, send a chat message or wave at someone before just walking in. (Consider a physical office: You wouldn’t barge into a boardroom when the door is closed!) 
6. Lock meetings for extra privacy: This will prevent anyone else from accidentally joining the conversation unless invited in. 
7. Sit at the Coworking Couches when you’re feeling social: This will signal to others that you’re open to coworking, making it easy for them to come join you. 

Need more help?

We're happy to assist your team as you're getting started with Gather!

• To learn on your own, watch short tutorial videos in Gather Academy.
• To kick off an official pilot with your team, check out our Pilot Guide.
• For hands-on help, contact us to discuss a custom onboarding plan.