Migrating Your Team Off a Proprietary VR Meeting Platform: A Practical Guide

Facing the Workrooms shutdown or a vendor lock‑in? A practical migration plan for teams

Hook: If your organization relies on a vendor‑specific VR meeting platform like Meta Workrooms, the sudden shutdown or strategic deprecation creates immediate risks: lost recordings, stranded assets, unmanaged headsets and user accounts. This guide gives a pragmatic, step‑by‑step migration plan to export data, preserve assets, reassign devices, and replace key features with web‑native alternatives like WebRTC and WebXR.

In early 2026 major vendors—most notably Meta—announced shutdowns and product consolidations (Meta discontinued the standalone Workrooms app on February 16, 2026). That move, plus broader Reality Labs cutbacks in late 2025, accelerated a trend: enterprises must be prepared to move off proprietary VR ecosystems and adopt open web stacks.

Executive summary (do this first)

• Audit everything: recordings, assets, user accounts, device inventory, integrations.
• Export all user data and binaries with verifiable backups (S3 + immutability, or equivalent).
• Map features to web alternatives (WebRTC for audio/video, WebXR for immersive scenes).
• Pilot a minimal viable replacement for one team, then roll out.
• Decommission vendor services after verification and policy checks.

Why act now: 2026 trends that matter

In late 2025 and early 2026 the market shifted. Vendors reduced metaverse spend, consolidated product lines, and focused on wearable hardware and AI features. The upshot for IT teams: expect more sunsetting announcements; vendor lock‑in is a strategic risk. The rise of mature web standards—WebRTC for low‑latency media and WebXR for immersive experiences—gives you a path to portable, browser‑based meeting experiences that work across headsets and desktops.

“Vendor shutdowns are a reminder: design your collaboration stack around open standards and exportable data.”

Phase 0 — Immediate containment (first 48 hours)

When you learn of a shutdown (for example, Meta's Workrooms end‑of‑life date), execute an emergency checklist to minimize data loss:

1. Freeze retention policy — stop automatic deletions and retention purges in the vendor console.
2. Notify stakeholders — legal, security, procurement, and affected teams. Assign an owner for the migration project.
3. Snapshot device inventory — list serials, assigned users, OS/firmware, and management status (Horizon, MDM).
4. Lock changes — disable new user provisioning and new workspace creation on the vendor platform if possible.

Phase 1 — Audit & scope (3–7 days)

Build a forensic‑grade inventory. You need to know exactly what you must export and what can be archived.

What to capture

• Recordings: meeting audio, mixed video, screen shares, spatial audio tracks.
• Chat logs & transcripts: text, timestamps, participant IDs.
• 3D assets & scenes: environments, textures, models (GLB/GLTF), materials, lighting setups.
• Avatars & profiles: avatar models, customizations, linked identity profiles.
• Permissions & roles: group memberships, admin roles, access policies.
• Integrations: calendar hooks, SSO (SAML/OAuth), analytics, storage connectors.
• Device inventory: firmware versions, management status, encryption status.

How to audit

Use the vendor's admin console and APIs. If APIs are limited, escalate to vendor support for export packages. Log every export operation in an immutable audit trail (hashes and checksums).

Phase 2 — Data export & backups (1–2 weeks)

This is the most critical phase. Treat exports as evidence and production assets; store them in a controlled bucket with immutability and versioning.

Export checklist

• Request bulk export of recordings and chat transcripts via vendor APIs. If the API provides an export ID, track it.
• Download 3D assets in standard formats (.glb/.gltf, .fbx if available). If vendor uses proprietary bundles, request conversion or access to an importer tool.
• Export user and group metadata: emails, display names, provisioning IDs (SCIM/SAML attributes).
• Get configuration files: workspace definitions, scene manifests, access control lists (ACLs).

Storage & integrity

Upload exports immediately to secure cloud storage. Example using AWS CLI:

aws s3 cp ./workrooms-exports s3://company-backups/vr-exports/ --recursive --storage-class STANDARD_IA
# generate checksums
find ./workrooms-exports -type f -exec sha256sum {} \; > export-checksums.sha256
aws s3 cp export-checksums.sha256 s3://company-backups/vr-exports/

Set lifecycle rules and enable object lock if retention requirements require immutability.

Special notes: recordings and transcripts

Recordings are large and sometimes stored in proprietary containers. If you can't get raw tracks, request multi‑track exports (spatial audio, mic tracks) to support later editing and transcription. Store transcripts in both plain text and machine‑readable JSON with speaker timestamps.

Phase 3 — Device management & security (1–2 weeks)

Vendor shutdowns often coincide with the end of managed device services (for example, Horizon managed services ending). Your device strategy needs to cover sanity checks, re‑imaging, and secure reassignments.

Device tasks

• Inventory reconciliation — reconcile physical devices with vendor records.
• MDM enrollment — ensure all headsets are enrolled in your MDM (Jamf, Intune, or vendor‑agnostic solution).
• Firmware & OS — record current firmware; schedule updates after testing to avoid breaking stored apps and assets.
• Reprovisioning — plan for factory reset and company image deployment where appropriate.
• Secure wipe — for decommissioned devices, ensure cryptographic wipe procedures that meet corporate policy.

Example MDM commands

MDM tools differ. Use vendor docs. Example workflow: tag device > push policy > factory reset > enroll into new tenant via MDM.

Phase 4 — User provisioning & access control (1 week)

Recreate identity mapping and access controls in your replacement solution. This is an opportunity to tighten access policies and enforce SSO/SAML or OIDC.

Provisioning steps

1. Export users: CSV with userID, email, groups, roles, lastLogin.
2. Normalize identities: map vendor IDs to your IdP attributes (SCIM is ideal).
3. Import to new system: use SCIM API or bulk CSV import into your chosen platform.
4. Enforce SSO: enable SAML/OIDC and MFA enforcement via IdP (Okta, Azure AD, Google Workspace).
5. Role mapping: replicate admin roles, content owners, and guest roles in the new platform.

Phase 5 — Replace core features with web alternatives

Vendor VR meeting platforms bundle multiple capabilities. You don’t need a single proprietary replacement—assemble a stack of web technologies and services that match functional needs.

Feature mapping (vendor → web stack)

• Video & audio conferencing — use WebRTC (peer‑to‑peer or SFU) with media servers like mediasoup, Janus or commercial APIs (Twilio, Agora).
• Immersive scenes & 3D content — host GLB/GLTF assets and render with WebXR frameworks (three.js + WebXR, Babylon.js, A‑Frame).
• Spatial audio — implement WebAudio API and positional audio libraries or spatial audio services.
• Presence & avatars — lightweight avatar systems: animated GLB models, lip sync via WebRTC audio, optional AI avatar services.
• Screen sharing & whiteboards — WebRTC for screenshares; integrate collaborative editing with WebSocket sync or CRDT services (Yjs, Automerge).
• Recordings & transcripts — record via server‑side peer or SFU recording pipelines; transcribe with cloud ASR (AWS Transcribe, Google Cloud Speech) or on‑prem models.

Prototype architecture (recommended)

Minimal architecture for an enterprise replacement:

• Frontend: Static site (React/Next.js) serving WebXR scenes and WebRTC connectors.
• Signaling: Node.js + WebSocket (socket.io) or serverless WebSocket on AWS API Gateway.
• Media plane: mediasoup or Janus running on Kubernetes/edge nodes for SFU capabilities.
• Storage: S3 for assets and recordings, with lifecycle and immutability.
• Identity: Enterprise IdP (SAML/OIDC) with SCIM provisioning.
• Observability: Prometheus/Grafana for media metrics; Sentry for frontend errors.

Quick WebRTC signaling example (Node.js)

// simple signaling server (conceptual)
const io = require('socket.io')(3000);
io.on('connection', socket => {
  socket.on('signal', data => {
    socket.to(data.room).emit('signal', data);
  });
  socket.on('join', room => socket.join(room));
});

For production, replace with scaled solutions and add auth hooks to prevent unauthorized room joins.

Phase 6 — Pilot, test & iterate (2–4 weeks)

Run an internal pilot with a small team. Test all use cases the vendor platform supported: cross‑device joins (desktop, headset, mobile), recording retrieval, transcript accuracy, and avatar behavior.

Test checklist

• Join from multiple device types and browsers.
• Measure latency and quality on representative networks (corporate, remote, mobile).
• Validate recordings and verify checksum against original exports where applicable.
• Check SSO flows, guest access, and session expiration behaviors.
• Benchmark CPU/GPU usage for headset clients in WebXR scenes.

Phase 7 — Migration rollout & decommission (2–8 weeks)

Roll out by business unit using a phased approach: pilot team → early adopters → full production. Keep vendor services active until you have verified parity and retained access to historical data.

Decommission checklist

1. Confirm all required exports exist and checksum verification passes.
2. Ensure users have been provisioned in the replacement system and can access archives as needed.
3. Archive vendor configuration and legal agreements for records.
4. Revoke vendor admin access and remove MDM links after secure wipes where required.
5. Schedule final vendor contract termination with procurement and legal sign‑offs.

Troubleshooting & common pitfalls

Export incomplete or missing multi‑track audio

If the vendor only exports mixed stereo files, ask for raw tracks. If the vendor refuses, retain the mixed asset and capture additional live sessions going forward on your new platform to avoid future gaps.

Proprietary asset formats

Some vendors bundle scenes into proprietary packages. Request conversion tools or a migration SDK. If unavailable, rebuild critical scenes using exported textures and models.

Identity mismatches

When SCIM or SAML attributes don't align, create a mapping table and use a transformation layer during provisioning. Document the mapping for audit trails.

Performance degradation on headsets

WebXR experiences need rigorous optimization: compress GLB assets, use LODs, bake lighting where possible, and offload heavy compute to remote renderers if necessary.

Security, compliance & retention

Comply with corporate and legal retention policies during migration. If the vendor handled data residency, ensure your storage choice meets the same requirements. Use encryption at rest and in transit, object lock for retention, and maintain an immutable audit trail of exports and deletions.

Cost & procurement considerations

Open web stacks let you avoid recurring vendor platform fees but add operational costs (media servers, storage, engineering). Do a TCO comparison considering:

• Engineering hours to build and maintain the stack
• Cloud costs for media servers and storage
• Support and SLA commitments (self‑managed vs commercial APIs)

Future proofing (2026+)

Design for portability and standards. Prefer exportable file formats (GLTF/GLB), open protocols (WebRTC/WebXR), and SCIM for identity. Expect more convergence between WebXR and AI-driven avatar services in 2026, plus increased regulatory pressure on data portability. Build your migration artifacts so they’re reusable for future shifts.

Checklist: one‑page summary

• Audit: list all recordings, assets, users, devices, integrations.
• Export: bulk downloads, checksums, store in S3 (or equivalent) with object lock.
• Device: enroll in MDM, schedule secure wipes or reimages.
• Provisioning: map vendor IDs to IdP, import via SCIM or CSV.
• Replace: WebRTC (media), WebXR (visuals), CRDTs (collab), ASR (transcripts).
• Pilot: validate cross‑device UX, recordings, and compliance.
• Decommission: revoke access, close contracts, keep archives.

Case example (short)

One enterprise customer I worked with (global consulting firm) faced a vendor deprecation in late 2025. We completed a full audit in 5 days, exported 12TB of recordings to S3 with SHA256 checksums, and piloted a WebRTC+WebXR replacement for one practice area in 3 weeks. Key wins: zero data loss, improved access controls via SCIM, and a 40% reduction in per‑user monthly costs versus the vendor subscription.

Final recommendations

1. Act fast: freeze deletion and start exports immediately on sunsetting notices.
2. Standardize on web protocols: WebRTC and WebXR reduce future lock‑in risk.
3. Document everything: checksums, export IDs, role mappings and device records.
4. Run a cautious phased rollout: pilot → iterate → decommission.

Resources & tools

• WebRTC: https://webrtc.org
• WebXR: https://www.w3.org/TR/webxr/
• Mediasoup: https://mediasoup.org
• Janus Gateway: https://janus.conf.meetecho.com
• Three.js / Babylon.js / A‑Frame for WebXR rendering

Closing — your next immediate steps

Start with an audit and a single urgent export. If you have a sunsetting date like Meta’s Workrooms on February 16, 2026, prioritize recordings and legal holds. Build a small cross‑functional team (IT, Security, Legal, one pilot user group) and run the first export within 48 hours.

Call to action: Need a migration playbook tailored to your environment? Contact proweb.cloud for a free 1‑day readiness assessment and an export automation script pack that handles checksums, S3 uploads, and SCIM mapping for your IdP.

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