Virtual Lobby Settings

Virtual Lobby is a tool that allows your events to happen virtually. An online environment that can broadcast from a large networking event, a single session, or even several simultaneous sessions of individual conversations.

This article intends to show you how to set up the Virtual Lobby including how to create group rooms, how to check the Virtual Lobby analytics as well as how to set up the access policy and tools.

Before you go ahead, please check this article to learn how to set up your online event as well as your preferences for the Virtual Lobby in terms of design.

How do I set up the Virtual Lobby Settings?

To set up your Virtual Lobby preferences, go to Event > Virtual Lobby > and you will find the Settings tab on the left-hand menu.

Virtual Lobby Settings?

Group rooms

When a group room is created in the Virtual Lobby (frontend), it will disappear as soon as all people inside the room leave. On the other hand, if an administrator creates a group room in the platform (backend), it will be permanently displayed in the Virtual Lobby, even if the room is empty.

Group rooms

Click here to learn more about how to create group rooms.

Access & Privacy

Access policy

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

Access policy
  1. Join sessions before starting

If you select No, the attendees will not be able to join the activities before their scheduled start time.

If you would like attendees to be able to join the room before all activities start, you will be given the option to decide if they should be able to join 5, 15, 30 minutes, or 1 hour prior to the activity's start time.

  1. Join sessions after ending

If you select No, the attendees will not be able to join activities after their scheduled end time.

If you would like attendees to be able to join the rooms after the activities end, select Yes.

If you would like to configure a different access policy for each activity, you can do so too. Click here for further information.
Speed Networking
Speed Networking
Using the speed networking, participants will be able to engage in 1x1 meetings randomly assigned in the Virtual Lobby.
Click here to check the full article about speed networking.

To set up the length of the networking sessions, press Edit and set the maximum time allowed for each session. You should leave these fields empty if there's no limit on how long these sessions should be.

Speed Networking

Event meeting dates

This tool allows your attendees to book meetings outside the event dates bound.

Event meeting dates
  • To add a Start date before event, this field needs to be edited before the event starts.
  • To add an End Date after event the date needs to be before the End of event access.
If you wish to remove this feature, go to Settings > Tools > scroll down until the Block section and enable the box that says Block meetings outside the event date. Press End to save the changes.
Privacy Restrictions

This option enables you to set restrictions for interactions between users who belong to two different lists, specifically for Live contents (activities, sponsor rooms, exhibitor rooms, group rooms), Networking, and Speed Networking features."

Privacy restrivtions

  • To add the lists to the Privacy restrictions, click on Edit > +Add list pair > select the lists using the drop-down menus > click Add. This action will apply the restrictions simultaneously to the Live, Networking and Speed Networking features.
You can add as many lists as you want for Privacy restrictions. There are no limits on the number of lists you can restrict. use.

If you do not wish to apply the privacy restriction simultaneously on the Live, Networking and Speed networking features, click Edit and untick the box of the one you do not wish to apply restrictions to.

adding lists to the privacy restrictions

When using the Live restriction, the group of attendees that belong to the restricted lists will be unable to do the following:

  • See and network with each other from the People and Networking tabs inside activity rooms, sponsor rooms, exhibitor rooms, or group rooms. Additionally, attendees belonging to the restricted lists will have no access to each other's information when sending messages from the Chat tab. Clicking on their names will not reveal any details about the other user.

Viewing Profiles

  • View each other in the Networking section of the Virtual Lobby.
However, when they click on the View all button, they will be able to see each other and can initiate networking through video calls or chat.
Image showing the Networking section in the VL home page

When using the Networking restriction feature, users belonging to the restricted lists will not be visible to each other from the Networking tab or Inbox section

When using the Speed Networking restriction feature, users belonging to the restricted lists will be completely restricted from speed networking with each other in the Speed networking tab and also inside activities.

Restrictions do not work on attendees with admin permissions as they are still able to see and network with other restricted users.

To remove the privacy restriction completely, simply click on Edit and then click on the red trash icon beside the paired lists or untick all the checkboxes corresponding to Live, Networking and Speed Networking. Click on End to save your changes.

Removing the privacy restriction

Virtual Lobby restriction

This feature allows you to restrict attendees' access to the Virtual Lobby before the event's start date. To do this, follow these steps:

  1. Click Edit at the top right corner of the page.
  2. Scroll down to the Virtual Lobby restriction field.
  3. In the Redirect attendees who access before the event dropdown menu, select Yes.
  4. Optionally, you can add a custom message that attendees will see when trying to access the event before its start date in the Message field.
Virtual Lobby restrictions

Once you've completed these steps, if an attendee attempts to access the Virtual Lobby before the event's start date, they will see the message that you've added in the Message field and will be redirected to the My Account tab. They won't be able to access the Virtual Lobby page until the event begins.

Please note that this redirection will occur regardless of whether the My Account tab is set to be visible or not.
Gif showing how the message Event is yet to begin appears on the screen of the VL

If you have admin, staff, presenter permissions, you will still have access the Virtual Lobby regardless of the access restriction settings mentioned above.


Here you will be able to find the virtual lobby reports, including how many views your sessions have received, who has viewed your sessions, and how long each attendee spent in your sessions.

Virtual Lobby analytics

For further information on the Virtual Lobby reports, click here.


This area is dedicated to checking the reports submitted when using the Troubleshoot button from the Virtual Lobby.

You will find the following information on the page's dashboard :

  • ID: The Id of the participant who raised a report.
  • Person: Name of person who raised the report.
  • Report: The troubleshooting report raised.
  • SolvedYes/No indicating if the report has been solved or not.
  • Date: The date and time the troubleshoot report was submitted.
The Troubleshoot reports can also be accessed from the Analytics > Troubleshoot reports page.
troubleshoot report on the Virtual Lobby settings

To learn more about Troubleshoot reports, refer to the Virtual Lobby: Troubleshooting guide article.

In case you are receiving many reports of an issue other than those listed on the troubleshooter, please use the Issue Report Tool.


In the Tools page, you will find a list of the WebRTC IP addresses. To learn more about the WebRTC provider offered by InEvent, refer to this article

Virtual Lobby tools

To see the list of tools which can be controlled from the Virtual Lobby page, click on the Settings button at the top left corner of the page. You can activate or deactivate these tools by toggling on or off their respective buttons. Click here to learn more about each Virtual Lobby tool.

Virtual Lobby tools

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