If you’re running company meetings on video, you probably want things to look a little more professional than a generic conference room with someone else’s logo in the corner. Good news: Whereby lets you add your own branding, so your team (and guests) see your company’s look, not someone else’s. This guide is for anyone who wants to set up custom branding in Whereby—whether you’re in IT, marketing, HR, or just the person who got asked to “make it look nice.”
We’ll walk through exactly what you can (and can’t) customize, how to do it, and what’s worth your time. Spoiler: You don’t need a design degree, but a good logo file helps.
What Can You Actually Brand in Whereby?
Let’s set expectations before you spend an afternoon hunting for non-existent options:
What you can customize (as of mid-2024): - Room backgrounds (the wallpaper behind video tiles) - Your logo (shows in the corner of meeting rooms) - Room name and URL - Brand accent color (buttons and some icons) - Welcome text (the message people see before joining)
What you can’t customize: - The shape or size of video tiles - Fonts (stuck with Whereby’s defaults) - Button shapes or micro-animations - Deep interface tweaks (this isn’t a white-label platform)
If you want a completely white-labeled experience, Whereby isn’t it. But if you’re after “feels like our company, not a random app,” the built-in branding options are enough for most teams.
Step 1: Check Your Plan (Don’t Skip This)
Custom branding isn’t included in Whereby’s free plan. You’ll need at least the Pro or Business plan. If you’re not sure, do this:
- Log into your Whereby dashboard.
- Click your profile image (top right), then “Account.”
- Look for “Plan” or “Subscription.” If you see “Pro” or “Business,” you’re good. If not, you’ll need to upgrade.
Pro tip: If you’re not the admin, you’ll need their help. Don’t waste time customizing a room you can’t actually brand.
Step 2: Prep Your Branding Assets
Don’t just upload the first logo file you find. Spend five minutes getting this right:
- Logo: PNG or SVG with a transparent background looks best. Minimum width: 256px. No tiny, fuzzy JPGs.
- Background image: JPG or PNG. Go for something subtle—loud images distract. Aim for at least 1920×1080 pixels.
- Accent color: Grab your brand’s hex code (like
#0055FF). If you don’t know it, ask marketing or use a color picker on your website. - Welcome message: One or two sentences. “Welcome to [Your Company]’s meeting room. Please wait to be let in.”
Reality check: Skip the temptation to use a busy background or a logo with lots of tiny text. Nobody can read it, and it’ll just look messy.
Step 3: Set Up Branding in Your Whereby Room
Now for the actual setup. Here’s what to do:
- Go to the Room Settings
- In your Whereby dashboard, click on the room you want to brand.
- Click the gear icon (“Room settings”).
- Find the Branding Section
- Look for a tab or section called “Branding” or “Customize Room.”
- If you don’t see it, double-check your plan and permissions.
- Upload Your Logo
- Click “Upload logo” or similar.
- Select your prepared PNG or SVG file.
- Preview it—if it looks pixelated, use a higher-res file.
- Set Your Background
- Click “Change background.”
- Upload your background image.
- Whereby will show a preview. If it’s unreadable or too busy, try a more neutral image.
- Choose an Accent Color
- Enter your hex code or use the color picker.
- This changes the look of buttons and links.
- Stick to your official company color—don’t get fancy with gradients.
- Add a Welcome Message
- Enter your short greeting or instructions.
- Keep it simple and friendly.
- Save Changes
- Click “Save” or “Apply.”
Heads up: Changes might take a minute to appear for everyone. Refresh your room or open it in a private browser window to check.
Step 4: Test Your Branded Room
Don’t assume it looks great just because it saved.
- Open the room in a new tab or incognito window.
- Invite a colleague to join as a guest. Make sure your logo shows up for them, not just you.
- Check on different devices. Branding can look fine on desktop but weird on mobile.
- See how it looks in a real meeting. Video feeds, screen shares, and chat can all interact with your branding in odd ways.
Pro tip: Ask someone who didn’t set up the branding for honest feedback. “Does this look like our company, or just... blue?”
Step 5: Tweak (and Don’t Overthink)
You’ll probably want to adjust things after you see them live. Here’s what’s actually worth fixing:
- Logo looks fuzzy? Use a bigger file.
- Background too bright? Switch to something more muted.
- Accent color hard to read? Pick a darker or lighter shade.
- Welcome message too formal? Make it sound like your company actually talks.
But don’t obsess. Most people won’t notice the difference between a #004488 blue and a #0055AA blue. They will notice if your logo is stretched or your welcome message is passive-aggressive.
What’s Worth Ignoring
Some branding options sound nice but don’t matter in practice:
- Animated backgrounds. Distract from meetings and can slow things down on older machines.
- Overly clever welcome text. Keep it clear—this isn’t the place for jokes or wordplay.
- Ultra-high-res logo files. Whereby compresses images anyway. Just use a clean, sharp file.
If you find yourself spending an hour nudging pixels, you’re doing it wrong.
Honest Takes: What Works, What Doesn’t
What works: - Simple, bold logos and neutral backgrounds look best. - Using your real brand colors makes the whole thing feel intentional. - A short, friendly welcome message sets a good tone.
What doesn’t: - Detailed or text-heavy backgrounds—they just get covered by video tiles. - Using a different color scheme “for fun.” It’ll just confuse people. - Ignoring mobile. Always check how your branding scales down.
What’s missing: - Deeper customization. If you want to change fonts or fully white-label everything, you’ll hit limits fast. - No per-user branding. It’s per room, not per person.
Keep It Simple, Iterate as You Go
Custom branding in Whereby is about looking professional, not winning design awards. Set it up once, check that it looks good for your team (and guests), and don’t stress the details. If your logo’s sharp and the colors are on brand, you’re 90% of the way there.
If you ever update your company branding, just swap in the new assets. Until then, pour your energy into running better meetings—not fiddling with settings.