Setting up your online activities

To set up your activities, go to Agenda > Activities > select the activity and click Edit (top right). The Details tab contains the settings for your activity, including the possibility of making it a virtual room.

By checking the Virtual room option, a link will be generated, making the activity accessible within the Virtual Lobby.

Click here to learn how to edit your activity's details.

Room cover

Adding a room cover to your activity will display a thumbnail icon for this session. If you do not add a room cover, this tile will be a plain, block color.

To add an image, click on the red folder icon, and upload a Room Cover from your computer, which will be viewed by the participants in the lobby. The desired image size is 280x160 pixels.

Pre-control cameras and microphones

To ensure that your speakers will enter the activity with microphone and camera enabled, go to Event > Speaker and select your speaker. Link the attendee profile to the matching speaker, and then add this speaker to the activity.

Adding the speaker to the activity will ensure their attendee profile is recognized as a speaker, and they will be able to join the event prior to the event starting, as well as having presenter capabilities

screenshot agenda > activities > speakers

Choosing your Room Video Mode

Once you have activated your virtual room, you will be asked to choose your Room Video Mode.

Please refer to your plan to understand what room modes are available to you

Your room video options (plan dependent) are

  1. Control Room
  2. Pre Recorded Video
  3. Video Conferencing
  4. RTMP Streaming
  5. External Link

Click here for further information.

Setting a room host

You can select who will be the host of the room. The host will need to be in the room to start the Control room stream, and ensure that the session is being recorded. The host can be anyone from your attendee list

Whoever is set as a room host will have admin permissions for this activity. Please review the event access permissions FAQ to learn more.

Recording your session

You can record sessions in the virtual lobby. The session starts to be recorded from the moment the host enters the room.

Once the session ends the recording is automatically available in the Recording tab, to be played or downloaded.

Downloading the recording

Follow the steps below to download your recording after your session has ended.

  1. Click on the blue button Prepare download.

  1. The blue button will turn to grey with a new message; Preparing download
  1. Once the download is complete, it will change to Download ready. From here you have two options; open and download the recording, or set it as your pre-recorded content.
    1. When you select the Download ready option, a new window will open with the video player. In the bottom right of the player, click on the 3 dots and select Download
    2. To set it as the pre-recorded content for this room, click on the orange option Set as pre-recorded. This video will automatically be set as your pre-recorded video for this session.
To ensure your attendees can access this content after your event, please be sure that this activity end date is changed to reflect this, and guarantee your attendees can access the session.

Setting the maximum number of presenters

All administrators when entering a session can enable the camera and microphone, if you want to define the maximum number of administrators who will have that access in that room, just enter the amount in the Maximum number of presenters in the room field.

Speech to text transcription

By using our Speech to Text Transcription feature, you’ll be combining both speech recognition and live translation, which means your online events will now have real-time subtitles during your sessions.

Click here for further information on this feature.

Asking for feedback

If you would like for the attendees to see a feedback form pop-up once they leave a session, make sure to enable Ask for feedback when leaving.

Click here for further information on that.

Access policy

Define whether you would like the attendees to be able to join activities before their start time and after their end time.

Click here to learn how to set up your preference for each activity.


In the People tab, all participants who are online in this session will be listed.

If you are an admin or the room host, you'll have the permission to mute people and also to invite them to share their audio and video.

Adding files before the event starts

To add a file to an activity, select an activity, in the right side corner press Edit and then on the right hand side press the Files tab. After that click on the red button to choose a file to upload.

screenshot agenda > activities > files

Which formats are supported?

  • “html”, “htm”, “js”, “css”;
  • "zip";
  • “xlsx”, “pdf”, “ppt”, “doc”, “docx”, “xls”, “csv”, “pptx”;
  • “mp4", “mov”, “3gp”;
  • “gif”, “jpeg”, “jpg”, “png”;
  • "ttf", "woff", "woff2", "eot";
  • "ics"
There is a limitation of 100MB per file when uploading files to Materials. In case you would like to upload bigger-sized videos, you can upload these videos to other video hosts and copy and paste the link to the pre-recorded content field in the activity's details.

User control options

The participants who join the sessions as presenters will be shown control options.

They will be able to enable or disable the microphone and camera by selecting the icons on their profile picture.

They can also choose which camera, microphone and speaker to use for the session (helpful for those using external hardware)

They can also choose to join the session as a viewer, and perform connection tests if any of these configurations fail.

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