Essential steps for setting up shared VR headsets

Danny de Bruijn
Founder & CXO

The use of virtual reality (VR) as a tool to train and educate employees in the enterprise has grown significantly in recent years. The immersive experience of VR training helps to improve employee engagement, speed up onboarding, and increase productivity.

Last year, more than 70% of all training attempts by our customers were done in VR headsets. Most customers use VR headsets as shared devices, used by multiple employees. This could be in a classroom setting, or employees have the ability to pick up a headset somewhere.

In this blog post, we explain what preparations are needed to use VR headsets as shared devices in your organization.

Implementing VR headsets

When considering the use of virtual reality headsets in the enterprise, there are several factors to consider. Hygiene is a major concern, as headsets are typically shared between multiple users. To ensure safety, it is important to clean and disinfect headsets regularly.

Another factor to consider is the cost of the headsets. Depending on the type of headset, these can be significant. It is important to research the available options and determine which headset best meets enterprise needs.

Finally, it is important to consider the user experience. VR headsets should be comfortable and easy to use and be compatible with the enterprise's hardware and software.

By taking these considerations into account, organizations can ensure that their use of VR headsets is safe, cost-effective, and enjoyable for all users.

To implement VR headsets as shared devices, follow these steps:

  1. Determine the number of headsets needed and the budget.
  2. Select a headset model that meets the requirements.
  3. Purchase the headsets and any necessary accessories.
  4. Set up the headsets and configure the software.
  5. Train users on proper use and safety protocols.
  6. Monitor usage and maintenance needs.
  7. Make sure all software is updated to the last version

To ensure a successful result, here are a few tips and tricks to keep in mind.

Setting up the headsets

  • Using a mobile device management (MDM) system is an easy way to (remotely) manage VR headsets, deploy updates, and enable kiosk mode. Either way, ensure you have the Warp VR app installed on all VR headsets. Consider using our shared device feature, to easily manage how trainees can sign in. Shared devices in Warp Studio also come with other handy features, such as disabling certain buttons or preventing trainees from signing out. It is also good practice to delete all unnecessary apps, to avoid trainees getting distracted. Watch our webinar ArborXR: Easily manage your VR headsets used for training to learn more about device management.
  • Label the headsets and controllers to avoid mixing them up.
  • Use headphones that can be plugged into headsets. Most headsets have reasonable speakers built in, but these can be distracting when you are training a group in the same room using multiple headsets.
  • Add an instructional manual that describes how to turn on the headset, how to use the controllers, and how to recenter the view.
  • If you only use the VR headset for the Warp VR app and decide to use chairs, we advise you to turn off the guardian in the settings. Make sure to inform your trainees to stay seated while wearing the VR headset for safety.

Power & hygiene

  • Have a power station where the headsets are stored and charge them after use.
  • Ensure you have a rechargeable battery station so trainees can switch the controller battery when depleted.
  • Replace the fabric headset cover with wipeable leather cushioning, which is much easier to clean.
  • Offer hygiene spray and disposable VR covers for those who want to use them. Or provide a UV sterilizing box to sanitize the headsets before use.
  • Offer lens-cleaning wipes that can be used after the VR glasses have been cleaned.

Setting up your VR room

  • Use swivel chairs so trainees can turn 360 degrees.
  • Make sure there is enough distance between the chairs and walls so the trainee can freely turn around.
  • Think of a way to distribute the headsets. This could be done by a receptionist who can keep track of them or a VR room that is only accessible through identification.
  • Ensure a good and stable wifi connection. Trainees need to log in, download VR scenarios, and for the trainee data to be sent back to Warp Studio.

Next steps

If you need further assistance with introducing VR headsets into your organization, reach out to us via chat or email

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