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How to Create an eSuite Room

Step-by-step instructions for scheduling and configuring a new room in eSuite.

1. Login and Calendar View

Login to your account with your email address. You will see your eSuite event calendar upon logging in.

eSuite Calendar View

2. Schedule a Room

You can double click an event date to schedule a room for that day, or click on Rooms and then Create Room.

Create Room Options

3. Room Name

Enter a name for the room such as the Case Name or other identifier.

Enter Room Name

4. Date and Time

  • Select Scheduled Room and select a start date and time.
  • Select an approximate end date and time to inform attendee’s calendars. End time will not affect access to the room.
Date and Time Selection

5. Features and Access Control

  • Select any features you intend to use during this event.
    • Realtime - Live feed of the transcript from a connected court reporter.
    • Video/Audio - Video & Audio conferencing for all participants.
    • Recording - Ability to record the video conference as well as exhibit presentations.
      • Auto-record - Records the conference automatically when the first participant joins.
    • Exhibits - Upload and share exhibits with all participants.
    • Chat - Text chat between participants.
    • Media Player - Play audio and video files for all participants.
    • Teleconferencing - Adds a conference call for dial-in participants.
    • Verified Attendees - Secures the room so that only whitelisted participants can join.
      • Allow Guest Access - Optionally allow others to join the room with limited access.
Features and Permissions

6. Add Attendees

Click Add Attendee, and enter each attendee’s information individually. You must enter at least a name and email address for each participant.

Set the attendee’s permissions accordingly.

Add Attendee Modal

7. Add Witness

Add the Witness by entering their information and selecting the option for Witness / Deponent.

This will designate this attendee as the Witness and craft a unique room experience for everyone that is built around the Witness.

Witness Configuration

8. Create Room

Once the attendee list is complete, click Create. You can always edit the list later and add more attendees.

Create Room Button

9. Send Invitations

To send a Calendar/Email invitation, click Invite.

The invitation is automatically addressed to all attendees, and can be sent to additional email addresses if desired. Note that unauthorized parties (not on the list) will be unable to join unless the Allow Guest Access option was selected for the room.

  • You can choose between a Calendar invitation (with fallback email), or Email only.
  • Calendar invitations will go directly onto the attendee’s calendar. If rescheduled, you can re-send to update.
  • The Time Zone reflects how the event's start time is displayed in Email. Calendar invitations always reflect local time.
  • You can add a custom note to be included with the invite.

Invitation history will keep track of who has received an invite for this room.

Invitation Modal