vrmigrationplanning

Migrating VR Memorial Spaces: Moving from Workrooms to New Platforms

rrip

2026-02-12

10 min read

Essential 2026 guide to migrate memorials from Workrooms — step-by-step exports, conversions, platform picks, and guest invite templates.

When a beloved VR memorial room disappears: immediate steps for families and organizers

Hook: If your family used Meta Workrooms or another VR meeting app to hold memorials, tributes, or keepsake gatherings, the announcement that Workrooms will be discontinued on February 16, 2026, can feel devastating — especially when recordings, attendee lists, and 3D assets hold memories you can't replace. This guide tells you exactly how to migrate attendees, assets, and recordings from discontinued VR meeting apps into current platforms so your virtual memorials remain permanent, accessible, and respectful of privacy.

The urgency in 2026: why VR migration matters now

Recent developments in late 2025 and early 2026 — including Meta’s decision to shut down the standalone Workrooms app and shift features toward Horizon, plus Reality Labs’ restructuring — are accelerating platform consolidation. For families relying on VR spaces for funerals and memorial gatherings, that means a narrow window to archive content and migrate experiences. Proactive migration is now part of any responsible continuity plan for digital memorials.

"Meta is discontinuing Workrooms as a standalone app on February 16, 2026, saying Horizon now supports a wide range of productivity apps and tools." — Meta announcement paraphrase (2026)

Overview: the migration workflow at a glance

Audit what you own (recordings, guest lists, 3D assets, chat logs).
Export everything you can from the old app or request data from the provider.
Convert & clean files into interoperable formats (MP4, WAV, GLTF/FBX, VTT transcripts).
Select a target platform based on privacy, access, and feature needs.
Upload & reconstruct the memorial space or archive files in a permanent location.
Inform your attendees with clear invites and instructions (templates below).
Test the new setup, run a dry run, then officially redirect guests.
Archive a read-only backup and document your continuity plan.

Step 1 — Audit: what to capture immediately

Start with a careful inventory. Within hours of a shutdown notice, capture metadata and lists that are frequently lost during platform transitions.

Attendee records: names, emails, phone numbers, avatars, roles (speaker, reader).
Session recordings: video, audio, 360/3D captures, chat logs.
3D assets: avatars, avatars’ custom clothing, scene geometry, memorial objects (flowers, candles) — note file types if visible.
Permissions: who had admin or co-host rights, guest privacy settings, and sharing links.
Dates & metadata: timestamps, captions, and transcripts (if auto-generated).

Step 2 — Export: get your data out

If the app allows direct exports, use that immediately. If exports aren’t obvious, file a formal data request with the platform’s support or privacy team — platforms typically have a data export or GDPR/CCPA process even if the UI doesn’t show it.

What to ask for / download

Full session recordings (prefer lossless formats when possible).
Separate audio tracks (WAV preferred) for clear transcripts and remastering.
Text chat logs & participant lists (CSV).
3D asset files (GLTF, FBX, OBJ) or high-res screenshots if proprietary formats are used.
System logs and metadata showing who had access and when (important for legal/estate documentation).

Pro tip: If a platform is shutting down, they sometimes provide an automated export tool or team-assisted export for legacy users. Document the timestamp of your request and keep correspondence.

Step 3 — Convert & sanitize files

Once you have raw files, convert them into interoperable, preservable formats.

Video: convert to MP4 (H.264) for compatibility; keep master copies in lossless or higher bitrate.
Audio: keep WAV masters; produce MP3 copies for streaming.
3D assets: prefer glTF for web-friendly use; keep FBX/OBJ for editability.
Transcripts: export to VTT or SRT to preserve captions and searchable text.

Tools worth knowing (2026): FFmpeg for audio/video conversion; HandBrake for batch MP4 transcoding; Blender for 3D conversions; and new AI-driven upscalers and stabilizers that matured in 2025 for cleaning 360 recordings. Always keep an untouched master copy before editing.

Step 4 — Choose the right destination platform

Your choice depends on the memorial’s goals: private family access, public archive, or recurring services. Here are common options in 2026 and why to pick each.

Horizon (Meta’s ecosystem) — Good if you want a VR-native, social method and if Meta offers migration paths from Workrooms. Note: check privacy and admin controls carefully.
Spatial / Frame / Mozilla Hubs — Web and cross-device friendly for accessible memorials without a headset.
VRChat / Altspace (if available) — Community-rich but public by default; use private worlds or invite-only rooms.
Video-first archives (YouTube, Vimeo, private S3 with signed links) — Best for permanent, searchable video records and tombstone embedding on memorial pages.
Dedicated memorial platforms (rip.life-style services) — Designed for permanence, legal continuity, and bereavement tools; often integrate file hosting, transcripts, and info pages.

Step 5 — Rebuilding or rehosting the memorial

Two approaches: recreate the VR room (reconstruct scene, load assets, invite avatars) or host a read-only archive (videos, photos, transcripts) that preserves content without immersion. Choose one or do both.

Reconstruction checklist

Import 3D assets and position them according to original layout.
Upload high-quality 360 or standard video recordings within the scene or link to hosted files.
Recreate ritual objects (photos, eulogies) as static displays or slideshows.
Set privacy: invite-only, password protection, or time-limited access for public services.

Archival checklist

Host MP4/M4A/WAV files on cloud storage with a persistent URL (S3 with lifecycle rules is common).
Embed transcripts and searchable metadata.
Create a permanent landing page with memorial details, donation links, and grief resources.

Step 6 — Communicating the move: templates and timing

People need clear, compassionate instructions. Use multiple channels (email, SMS, social post) and give technical help for less tech-savvy guests. Below are ready-to-use templates tailored for memorials.

Email template — formal invitation to the new VR memorial space

Subject: Important: New location for [Name]’s virtual memorial — actions inside

Dear [Name],

We wanted to let you know that the virtual memorial room we used in Workrooms will no longer be available after February 16, 2026. We have migrated the service and recordings to [Platform Name].

Please use the link below to join the next gathering or to view recordings and photos: [Link].

If you need help setting up a headset or logging in, reply to this email or call [Contact Name, Phone]. We’re holding a short tech-check session on [Date/Time].

With love,

[Organizer Name]

SMS template — short, urgent notice

[Name], the [Last Name] VR memorial moved from Workrooms to [Platform]. View recordings & join: [short link]. Tech help: [phone].

We’ve migrated [Name]’s virtual memorial from Workrooms to [Platform] after the Workrooms closure. Visit [link] to view recordings, photos, and service info. If you attended before, you may need to re-register to access private content.

In-VR announcement script for a handover session

"Thank you for joining. Because Workrooms is being discontinued, we’ve moved all recordings and the memorial space to [Platform]. We’ll go over how to join and where the recordings will be kept, and provide a help number for anyone who needs it."

Step 7 — Testing and rehearsals

Before redirecting large groups, run a tech-check with representatives from family, clergy, and anyone presenting. Verify:

Access for invitees (no permission errors).
Audio/video quality on both headset and browser viewers.
Playback of transcripts and caption syncing.
Privacy settings and whether links are shareable publicly.

Step 8 — Archival & legal continuity

Once migration and testing are complete, create a formal continuity plan and archive it with estate documents. Include:

Inventory of files and locations (with persistent URLs).
Access instructions and passphrases (in a safe or a digital vault).
Contact info for platform admins and the person responsible for maintenance.
Retention policy (how long recordings will be kept, and who authorizes deletion).

Legal tip: Add details to wills or digital estate plans that name a custodian for digital memorials and grant them the power to manage accounts and content.

Advanced strategies and 2026 tools

Several migration accelerators and services matured in 2025—2026 to help with complex VR transfers:

AI-assisted transcript alignment and speaker identification for multi-track audio.
Automated 360-to-flat re-encoding pipelines for web-friendly playback.
Third-party archival services offering notarized timestamps and immutable copies (useful for legal preservation).

If you manage many memorials, consider scripting parts of the conversion process with FFmpeg and cloud functions to batch-process timestamps and transcripts.

Funerals and memorials involve private grief. When migrating, be mindful of these steps:

Obtain consent before making recordings public.
Offer opt-out options for attendees who don’t want their image/voice retained.
Use password-protected rooms and expiring links for family-only events.
Keep a private master archive and a trimmed public version (with sensitive sections removed or flagged).

Case study: How a family preserved a 2024 VR memorial after Workrooms closure (short)

In late 2025, a family that held weekly VR tribute gatherings in Workrooms received the shutdown notice. They:

Downloaded two years of recordings and chat logs using the platform’s export tool.
Converted 360 captures to MP4 and preserved masters in cloud storage.
Recreated a reduced-capacity version of the original room in Mozilla Hubs for public viewing and hosted full archives on a private S3 bucket with signed links.
Sent guided invites and ran two tech-check sessions for grandparents and older relatives.

Result: family members could continue monthly commemorations without disruption and future-proofed the archive for legal transfer to heirs.

Common problems and how to solve them

No export tool available

File a formal data request with support, document all correspondence, and if necessary, use screen capture for time-limited content (note legal constraints and consent).

Proprietary asset formats

Request native exports from the vendor. If unavailable, capture high-resolution screenshots and recordings of 3D objects, and use photogrammetry tools to recreate physical artifacts.

Access issues for non-tech-savvy guests

Create step-by-step guides with screenshots, offer scheduled phone help, and provide a browser-based viewing option to avoid headset requirements.

Checklist: 14-day emergency migration plan

Day 1: Audit assets and submit any platform data requests.
Day 2–3: Download available assets (recordings, chats, lists).
Day 4–6: Convert files and create master backups (two separate locations).
Day 7: Choose destination platform and prepare account/admin roles.
Day 8–10: Rebuild room or upload archive; prepare landing page.
Day 11: Run tech-check with core family/organizers.
Day 12: Inform attendees with email/SMS/social templates.
Day 13: Final dry run and fix issues.
Day 14: Public redirection and archive documentation finalized.

Final thoughts — continuity is compassion

Migrating a virtual memorial is more than a technical task — it is an act of care that preserves memory for generations. In 2026, platform closures and consolidations make a clear continuity plan essential for families who chose VR as their commemorative space.

Resources & next steps

Request a migration checklist PDF and editable templates (email/sms/social) from your memorial service provider.
Consider professional help for large archives or proprietary-format assets (digital asset managers, forensic archivists).
If you need a secure hosting option or help rebuilding a room, reach out to services that specialize in digital memorials and legal continuity.

Call to action

If your family’s VR memorial is affected by the Workrooms closure or any other platform change, start the migration now. Download our step-by-step migration checklist, use the ready-made invite templates, or contact us for hands-on migration support and archiving options that honor privacy and permanence. Begin your migration plan today — preserve the space, preserve the memory.

rip

Contributor

Senior editor and content strategist. Writing about technology, design, and the future of digital media. Follow along for deep dives into the industry's moving parts.