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.

setting up your activity

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.

Add a room cover for your activity

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

Session replica

If you wish to replicate an activity, you should follow the steps below:

  1. Make sure you have created two activities: the activity you wish to make into a replica and the main session (the activity the settings will be copied from)
  2. Click on the activity you wish to make into a replica, press Edit, and click Enable replica.
Session replica
  1. A window will pop up asking you to select the session you wish to copy the settings from. Once you have selected the activity, press Enable replica.
Enable replica
  1. Once the settings have been replicated, you will see a note explaining that the activity is a replica and the option to Disable replica.
Replica
To change the content settings, you will need to edit the main session and the changes will be automatically reflected on the replica too.
If you create replicas of a session that has RTMP as the room video mode, you will be able to stream the same video across multiple replicated sessions using a single stream key.

Room status label

By default, depending on the activity's room video mode, settings, start and end time, each room will display a status label in its upper left corner.

The existing status are: On Demand, Live, Finished and Invisible.

Room session tiles
Invisible rooms are only visible to administrators.

Under the Room status label, you will be able to define manually which label will be displayed on each room.

Room status label

If you wish the activity to follow the default behavior and define the room status label based on the room video mode, settings, start and end time, you should select Automatic.

If you wish the room label to override the activity's details and be assigned manually, you can choose from:

  • On-Demand: the On-Demand label be displayed to all attendees, regardless of the activity's details. For example, even if the activity is Live, if you select On-Demand as the room status label, this status will be displayed to all attendees.
  • Live: the Live label be displayed to all attendees, regardless of the activity's details. For example, even if the activity is On-Demand or even Finished, if you select Live as the room status label, this status will be displayed to all attendees.
  • Finished: the Finished label will be displayed to all attendees, regardless of the activity's details. For example, even if the activity is Live or On-Demand at the moment, if you select Finished as the room status label, this status will be displayed to all attendees.
The room status label will not affect the activity's setting, its purpose is purely visual. For example, if the activity has ended already and you select Live from the room status label options, even though the room will display the Live label, the attendees will not be able to join the room because of its start and end date.

Changing the labels' default text

If you wish to customize the default text of the room label status - On-Demand, Finished, Invisible, and Live, you can do so under Headings. Click here to learn how to do it.

Choosing your Room Video Mode

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

Your room video options are:

  1. Pre Recorded Video
  2. Live Studio
  3. Video Conferencing
  4. RTMP Streaming
  5. External Link

Click here for further information.

Dial-in

The dial-in feature allows speakers to join online the event from their phones. This option is useful for the ones who do not own a computer, do not have a microphone or speaker on their computer, or do not have access to a WiFi network at the moment of the session. Click here if you wish to learn more about it.

Dial in feature

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 stream and ensure that the session is being recorded. The host can be anyone from your attendee list

select a room host
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

InEvent allows you to download any type of live broadcasting you created and use it to promote your virtual and hybrid events.

Click here for further information on how to enable and download the recordings.

Follow up session

You can define to which session the attendees should be moved to once the activities they are attending finish. Click here for further information.

Follow up 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.

maximum number of presenters

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.

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.

People

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

people's tab

If you are an admin, or the room host, you'll have 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?

  • Documents: "xlsx", "pdf", "ppt", "doc", "docx", "xls", "csv", "pptx";
  • Video: "mp4", "mov", "3gp";
  • Images: "gif", "jpeg", "jpg", "png";
  • Transcription audio files.
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.

Click here for further information on files.

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.

control options

How do I extract a report?

If you wish to generate a report on specific activities, you should select the activity, press Edit in the top right, and click Report activity.

Activity's report

Once you click the button, a message will appear at the top of the screen, warning you that you will receive the file with the data in your email when the process is complete.

The spreadsheet will cover categories such as total and unique views, total and average time spent in the room, interactions (feedback, polls, questions), among other data.

How do I clear analytics from an activity?

If you wish to clear analytics from an activity, you should select the activity, press Edit in the top right, and click Clear analytics.

Activity's analytics

You will be asked to type CLEAR ANALYTICS to confirm this action. By doing so, this activity's analytics will be removed from your Virtual Lobby reports. However, the room recording and interactions in general, such as the activity's comments, polling, etc. must be manually deleted.

clear analytics permanently


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