Overview
A UbiSim update affects your web portal and every VR headset in your lab. Each headset must be updated individually, which takes time. If your portal and headsets are running different versions, learners will not be able to log in or run sessions until everything is in sync.
Updating without a plan can interrupt scheduled simulation sessions. This guide walks you through how to update with confidence.
Step 1: Designate One Update Owner
Before anything else, assign one person to be responsible for managing updates at your institution. This is typically a Simulation Lab Coordinator or Institution Admin.
This person is responsible for:
Deciding when the update happens
Communicating the update date to faculty, staff, and students
Completing the update on the portal and all headsets
Confirming everything is in sync before sessions resume
Why this matters: When multiple people have admin access, it is easy for someone to trigger an update accidentally, including students or faculty who see the update banner and click it without realizing the impact. One owner prevents that.
Tip: Remind other faculty not to press Update if they see the banner in the portal or the pop-up on the headset. Only the designated owner should initiate updates.
Step 2: Check Your Upcoming Schedule
Before setting an update date, review your simulation calendar.
Ask yourself:
Are there any scheduled simulation sessions in the next 7 days?
Are there clinical placement dates that depend on simulation preparation?
Are there exams or assessments tied to specific scenarios?
Choose an update window that falls outside of active simulation periods, ideally at the end of a teaching week or during a scheduled break.
Avoid updating:
The day before or day of a scheduled simulation session
During an active semester without a clear lab downtime window
When headsets are in use or have sessions scheduled within the next few hours
Step 3: Set an Update Date and Communicate It
Once you have identified a safe window, set a specific date and communicate it to everyone who uses UbiSim at your institution: faculty, staff, lab assistants, and students.
What to communicate:
The date and approximate time of the update
That the lab will be unavailable during the update window
That no one should press Update themselves. The designated owner will handle it
When sessions will resume after the update is complete
A simple email or announcement a few days before is enough. The goal is to make sure no one is caught off guard and no one accidentally triggers a partial update before you are ready.
Step 4: Complete the Update
On your chosen update date, follow these steps in order:
1. Update the UbiSim Portal first Log in to my.ubisimvr.com, go to Admin Settings, select the Update tab, and click Update Now.
2. Update each VR headset individually Each headset must be updated separately. Power on each headset, launch UbiSim, and follow the update prompt. Do not skip any headsets. A headset running an older version will not be compatible with the updated portal.
3. Confirm all headsets are on the same version After updating, launch UbiSim on each headset and confirm the version number matches the portal. Do not resume sessions until all devices are in sync.
For full step-by-step update instructions, see: Managing UbiSim Updates
Step 5: Resume Sessions
Once all headsets and the portal are confirmed to be on the same version, you are ready to resume simulation sessions.
Notify faculty and students that the update is complete and sessions can proceed as scheduled.
Quick Reference: Update Readiness Checklist
One designated update owner assigned
Simulation schedule reviewed — no sessions in the update window
Update date selected and communicated to all users
Faculty, staff, and students reminded not to press Update themselves
Portal updated first
All headsets updated individually
All devices confirmed on the same version
Faculty and students notified that sessions can resume
Frequently Asked Questions
What happens if a user accidentally triggers an update on a headset?
If a headset is updated before the portal, or vice versa, users on that device will not be able to run sessions until all devices are on the same version. If this happens, update the remaining headsets and portal as quickly as possible to restore access.
How long does an update take?
Portal updates are typically quick. Each headset update takes several minutes. Budget enough time to update all headsets in a single sitting. Do not start the update process if you cannot complete it in one go.
Can I delay an update?
Yes. You are not required to update immediately when a new version is available. The update banner will remain visible in the portal until you are ready. Update on your schedule, not the banner's.
What if I use a device manager like Arbo XR or Meta Quest for Business?
If you manage headsets through a device manager, you may use the APK file to push updates centrally. See: Managing Updates: Where to find the APK file
Questions? Faculty, Admins, and IT staff are welcome to contact our support team by emailing support@ubisimvr.com or starting a live chat via the blue button in the lower-right corner of the screen.
Note: Learners should contact their institution's IT team or administrator directly, as most troubleshooting steps must be performed by them.