How to create an online event?
Live Video Streaming - basic information
If you want to create virtual events online, on the Meeting Application platform, add the Live Video Streaming component in the administration panel. Choose which option interests you: meet up to 100 people, or up to 500 people, then add it to your event. If your event will be attended by more people, contact us via the chat bot on meetingapplication.com, or at firstname.lastname@example.org.
Live Video Streaming - first steps
The Live Video Streaming component is a fully functional tool for video chatting, broadcasting and webinars online. It allows for quick and professional preparation of an online event by the administrator and provides comfort for participants who can join the event from both their mobile device and computer.
In order to use the Live Video Streaming component, you need to add the chosen variant to the created event. For its proper functioning it is also necessary to add the Agenda component – in step 2 “Components” of Constructor module – where the created video sessions will be available. If other components will be used during the event too, add them to the application in the same step, and then go to the next step “Content”, while saving the changes made by pressing “Save & Continue”.
There is no need to add any information in the Live Video Streaming component, so you can go straight to the agenda completion. Firstly, you need to create sessions, in the Agenda component, completing all required fields, according to the rules of creating sessions. When creating a session, an additional Video Streaming Link field will appear in the form, here you should turn on the “Generate link” switch and select one of the available options from the drop-down list on the right, as required: Live Webinar or Live Video Call. After saving the session with the button at the bottom of the “Save Changes” form, the link to the online meeting for users will be generated and shown as a camera icon in the mobile application and on the event page for the selected session.
If you want to use your own video streaming links, simply paste them into the Video Streaming Link field instead of clicking “Generate link”.
The administration panel allows you to choose between two variants of Live Webinar and Live Video Call modes. Choosing the right mode for your event is crucial for speakers and participants.
Live Webinar – enabling this option allows you to make online presentations conveniently. Users, when joining the event, have the option of using the microphone disabled, so they do not interfere with the course of lectures.
Live Video Call – all users joining an event in this mode have their microphones automatically turned on and can take the floor.
A link placed in the form of a camera icon in the sessions of the Event Agenda allows users to join the selected session. Joining a session is only possible during the session, it is determined by the beginning and end of the meeting set in the Agenda. When you enter the link before the start of an event, you will be informed about the exact time of its start, while after the session, you will be informed about the end of the event.
Access to Live Video Streaming module
To manage online video broadcasts, go to Live Video Streaming in the administration panel. This module is available after payment for the selected package of components with the added Live Video Streaming component (which allows you to use it during the annual license). The module will be visible in the panel in the upper menu under the button “Live Video Streaming” next to the other two modules, i.e. “Live Video Streaming”: Constructor and Application.
After entering the video transmission’s management module in the panel, all sessions that have been previously scheduled in the agenda as containing a link to the transmission are visible.
All sessions must be created in the Agenda component in the Constructor module. A new session added from the Live Video Streaming module won’t be visible in the application.
When you go to the Live Video Streaming module and click the calendar icon at the selected session, you will see all its settings and links to distribute the session to selected audience groups: administrators, speakers and users.
Links to sessions
There are 4 types of links in the session settings, which allow for other permissions to serve users to the session, these are
- Attendee link – a link allowing users to join a meeting. This link is distributed in the Meeting Application and on the event page, automatically generated by the Meeting Application, as a camera icon in Agenda sessions.
- Presenter link – a link allowing to join the event of presenting persons, each user who joins the event via this link will have the possibility of presentation.
- Personal Presenter Link – a link allowing to join the event of a speaker whose profile was previously prepared and completed in the Live Video Streaming module.
- Moderator link – a link for a person supporting the speaker during the meeting. It has fewer rights than the speaker.
Room Browser Address – this is the address identifying the transmission room.
Adding users to a session
Users can join the session through the Meeting Application, your event page and other forms of promotion, where you will place a link to the lecture.
- Free access to a session – Any user can join a session without the need to log in and filling in the data. This access is set by default if you do not edit it.
- Access after filling in the form – the administration panel allows you to create forms in order to collect data from users joining the event – after going through the form, users join the selected session
- Protected Session Access – To restrict access to sessions for users, add an access password in the advanced detail session settings.
Creating an access form
To create a form to access the selected session, go to its details and in the top right hand corner select Edit>Registration and create a new form.
The form name is required in the “Form Name” field and the description is optional. To add a new field, select the “+Add Next Field” option at the bottom of the page. When creating a form, each time you select the form of a text field from the drop-down list: e-mail, phone, input, checkbox, and then on the right-hand side select whether this field is required or optional.
Data from the form are collected and processed by the system, you can download them in CSV and XLSX format by entering the list of registered persons available in session details.
Invitations to sessions
Before a session you can use not only PUSH notifications, which are available in the Meeting Application, but also with the ability to send an invitation via a dedicated email.
To send a PUSH notification, go to the administration panel of the application (link). These notifications will appear on users’ screens and will redirect the user to the selected session in the Agenda, from which users will go to the webinar. Learn how to create PUSH notifications.
To send an email inviting a speaker or user to a session, go to the side menu and select “+ Invite Participants”, then “email”. To add recipients add their emails manually or use the import option “add many at once”.
Setting a session access password
Once the session password has been set, it will be required when entering the selected transmission room. To set the password, go to the details of the selected session, then edit it and select “Advanced”, then check “Password protected your room” and set the password by entering it in the box below. After adding the changes, save them by pressing the “Update” button at the bottom of the page.
Speakers - creating a speaker's profile
In order to add speakers to a video transmission session, go to the side menu and select the “Manage Presenters” tab, then select the “+Add New Presenter” button and fill in the form concerning the speaker. Once the speaker profile has been correctly saved, return to session management by selecting “Rooms/Events” in the side menu.
Assigning a speaker to a session
In the “Rooms/Events” tab, select the session to which you want to assign speakers by going to its settings. On the right side of the screen, select Edit>Presenters and assign speakers by selecting appropriate items from the drop-down list.
After assigning speakers to a session, individual links will appear in its details to join the session. Use them so that the speakers have completed profiles after joining the event.