Engagement and Networking

Breakdown of the features and opportunities to facilitate engagement and networking before, during and after your event.

Session Options

Depending on your content requirements you may opt for different methods of delivering a specific session. Below we have outlined the most common types of sessions and options to manage these. 

Live streamed session 

This is the most common approach to delivering sessions on the CrowdComms platform. The session is broadcast live with the speaker delivering content in real time with production applied to ensure the output is of a high quality. 

In order to get to this output, CrowdComms production team will work with you pre event to agree on the branded templates and speaker positioning on the live stream output. In addition we work collaboratively with you on the running order to ensure everything is agreed in advance and the allocated streaming technician shows content or engagement results at the appropriate time. 

Please note: External production company can mange these type of sessions and stream seamlessly into the CrowdComms platform if this is the preference. 

Key points: 

Output for remote users: 

live-stream.png

Pre recorded also known as an on demand session

In essence this is the same as a live stream session except for one key difference, rather than the content being streamed in real time, it will be recorded in advance and made available to watch at any given time by users on the platform. 

Key points: 

pre-record.png

Simu-live: Combination of pre recorded and live content

Giving you the best of both worlds; pre record your content to ensure its perfect and live stream your speaker(s) at the appropriate time to engage with the remote audience through live polling and Q&A. When you stream your speaker for the live engagement, ensure they sit in the same location and wear the same clothes as they did on the pre recorded section to ensure the session flows seamlessly between the pre recorded sections and live sections. 

Key points: 

 

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Zoom Integration

Integrate your zoom account to include zoom meetings within the CrowdComms platform. Zoom functionality works seamlessly within the platform and users are not required to download zoom. 

Key points:

Zoom-integrtion.png

CrowdComms round table feature

Open conversation / discussion rooms that allow all users to have equal rights to discuss a topic and share screen. Limited functionality, where allocated hosts are required along with other features such as chat, we recommend using the Zoom integration. 

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If you prefer to use another video conferencing solution such as Teams to run your breakouts, you can include a branded 'Join meeting' or similar button in the session description. When clicked by users, this will open your video conference solution of choice in a new tab. 

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Session Chat

Overview

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Session Q&A

Overview

Platform interface, user experience:

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Moderation for admins:

Moderation is accessible via URL for remote control. Simple toggle on / off to approve or hide questions once answered.

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Speaker view:

Speaker view is accessible via URL. Typically loaded on second comfort screen or iPad to allow speakers to quickly see the approved questions at appropriate time. 

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Reporting

The Questions report includes breakdown of all questions submitted and number of likes / vote ups each question received. Shows which session the question is related too and who asked the question. Option to create this report with anonymous responses.  

*This data is available in real time and can be exported from the CMS at any time up to six months post event. 

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Live Polling

Overview

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Live Display 

Present the real time results to the main screen. You can customise these in advance, showcasing your event brand or any event sponsors. Change the live display branding from session to session if required. The live display is simply a live web link and can be shown to screen by your AV team or our onsite team using a switch unit to seamlessly transition between the powerpoint slides and live polling results as and when needed. 

Screenshot 2024-04-23 at 17.30.20.png

Simple admin controls

Our live polling is designed to empower you or your AV team to self manage with ease. If you prefer for us to be onsite and take care of session engagement, chat to your Account Manger and we'll be happy to help. 

Screenshot 2024-04-23 at 17.32.50.png

Reporting 

Option to review the branded results for all live polling questions on the CrowdComms dashboard (CMS) up to six months post event. Screenshots can be taken by admins from the CMS of these branded results. 

A live polling report avaialble for download includes breakdown of all polling responses including which session the live poll is related too, who responded to each live poll and how they responded. Option to create this report with anonymous responses.  

Please note: This data is available in real time and can be downloaded from the CMS at any time up to six months post event. 

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Event Game / Challenges

Overview

Game Interface

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Automated Challenges 

Points awarded upon completing the automated challenges and live leaderboard updates

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Custom Challenges 

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Attendee Networking

Overview

In this section, we'll outline the various options to facilitate and encourage networking. 

We recommend promoting the platform at least one (1) week before your first event show day to allow attendees to begin networking with each up during the lead up to the event. The networking continues throughout the event and post event.  

Login and opt-in options 

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Update Profile Picture 

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Attendee List 

List view with search functionality:

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User profile once selected from list:

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Private 1-2-1 Chat  

Privat 1-2-1 chat view: 

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User view of their current 1-2-1 chat threads:

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Encrypted 1-2-1 Video Call 

Incoming video call:

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Upon accepted video call request: 

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Click join call to move into the 1-2-1 encrypted video call: 

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Screen share allows both participants to present where required:

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Round Table Discussion / Group Videos 

Session view with video meeting linked:

Round-table-session.png

Breakout video view with multiple participants: 

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1-2-1 Video Calls

Overview
User requirements

Incoming video call:

incoming-call.png

Upon accepted video call request: 

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Click join call to move into the 1-2-1 encrypted video call. Option for pop up to appear over platform or go to full screen: 

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Screen share allows both participants to present where required:

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Activity Feed

Overview

Example activity feed: 

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Info page to link through to various activity feeds setup for topics: 

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Moderation available on the CrowdComms dashboard (CMS)

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Alerts and Notifications

Overview

Alerts allow you to send out notifications to your audience before, during and after an event. It is a great way to keep your attendees up to date with your event and drive engagement for live sessions, capturing feedback or promoting sponsors and networking opportunities.

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Example alerts:

This feature has now been re-designed to be even more flexible. There are now three different types of in-app alerts, all with native push notification support, so delegates will never miss another message. You can opt for large pop-ups with or without embedded surveys, flash notifications or a persistent notification with a call-to-action.

This re-design includes the ability to embed surveys from the survey library into the large pop-up alert notification, enabling event surveys to be collected more swiftly and effectively. 

To avoid bombarding your delegates with 'in-your-face' alerts, the more subtle flash notifications can be used, which will appear on the top right-hand corner of the Event App screen for five seconds. Alternatively, the persistent notification can be used, which is a similar design but continues to be displayed until the user dismisses it or performs the call-to-action.


Preparing alerts

  1. Firstly, you will need to log into your CrowdComms Content Management System (CMS) Dashboard and input your details. 
  2. Upon successful login, select the Event App in which you would like to use the alerts.
  3. Then click on the ‘Alerts’ tab from the left-hand menu, and you will then see the Alerts page.
  4. To add an alert, click on the ‘+’ icon at the top of the page.
  5. On this page, you will see three different types of alerts to choose from. To pick the type of alert notification you wish to use, click on one of the top options. The options are:

a.    Full-Screen Modal Notification – Rich media format alerts that must be acknowledged by the user
b.    Fading Notification – Small, text-only notifications that disappear after five seconds without user interaction
c.    Persistent Notification – Small, text-only notifications that remain until the user takes an action 

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Full-Screen Modal Notifications

  1. For this type of alert notification, you can also embed a survey within the notification for your delegates to complete. You can also make the completion mandatory if you wish. 
  2. To set up your alert notification, there are several fields that you will need to populate. 
  3. You first need to add the title for your alert in the Content section. You are allowed 128 characters in this field.
  4. Next, you can add the message or content for your alert in the rich-text editor’s field. This field will enable you to style your alert notification message including adding bold, italic, bullet points etc. 
  5. In this field, you can also embed a video which you have uploaded to the CMS Dashboard Video Library.
  6. Next, is the Embed section where you can embed a survey which you have already created in your Survey Library. Click here to find out how to create a survey.
  7. You can also make this survey compulsory, just check on the ‘Mandatory completion’ checkbox to enable this function. Please note that if you check this box, this means your delegates will not be able to navigate away from the alert notification pop-up until they have completed the survey. Therefore, it may be a good idea to inform your delegates about this in the alert’s text. 
  8. In the next section, Time, you can decide when you would like the alert notification to appear on your Event App for your delegate to see.
  9. If you would like the alert notification to be sent immediately, check on the ‘Send now’ check box.
  10. If you want to send it in the future, select the date and time when you would like the alert notification to be sent out. 
  11. This next section is the Recipients to whom you want the alert notification to go to. If it’s a targeted alert that you are sending, use the relevant group(s) you wish to target. Select the 'Everyone' group if you want everyone on your Event App to see the alert notification.
  12. The final section is other Delivery methods which you can include on top of the in-app notification that you’re sending. 
  13. Check on the ‘Send email notification’ check box if you want the email version of the alert to be sent to your delegate’s inbox. 
  14. Check on the ‘Send native notification’ check box if you want your delegate to receive a Push Notification on their mobile device.
  15. If you opt for the native notification option, you will see the Push Notification section where you can add a notification message and embed a deep link to direct your delegates to a specific part of your Event App.
  16. Once you’re happy with your alert notification set up, either click ‘Send’ if you have checked ‘Send now’ or click ‘Save’ to schedule it to go out on the date and time set. 

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Fading & Persistent Alert Notifications

  1. The Fading and Persistent alert notifications are very similar in design. Both are small, text-only notifications which will appear on the top right-hand corner of your screen. 
  2. The two differences are that for Persistent alert notifications, you can add a Call-to-Action button to direct the user to a specific page within your Event App. The message will also remain until the user takes an action. When Fading alert notifications are used, the message will disappear after 5 seconds. 
  3. To set up both types of notifications, you will need to add the Alert title and message. You have up to 128 characters in both fields.
  4. For the Persistent alert notification Call-to-Action button, you can personalise your text with up to 30 characters in this field. 
  5. You can then add a deep link to your Call-to-Action button by selecting an action from the dropdown option. For example, if you select ‘Session’ you will then be prompted by another dropdown where you can select the specific Session you want to guide your delegates to. Please note that if you choose not to add a deep link, the Call-to-Action button will take your delegate to the Alerts page of the App.
  6. In the next section, you can decide when you would like the alert notification to appear on your Event App for your delegate to see.
  7. If you would like the alert notification to be sent immediately, click on the ‘Send now’ check box.
  8. If you want to send it in the future, select the date and time when you would like the alert notification to be sent out. 
  9. This next section is the Recipients to whom you want the alert notification to go to.
  10. If it’s a targeted alert that you are sending, use the relevant group(s) you wish to target. Select the' Everyone' group if you want everyone on your Event App to see the alert notification.
  11. The final section is other Delivery methods which you can include on top of the in-app notification that you’re sending. 
  12. Check on the ‘Send email notification’ check box if you want the email version of the alert to be sent to your delegate’s inbox. 
  13. Check on the ‘Send native notification’ check box if you want your delegates to receive Push Notifications on their mobile device.
  14. If you opt for the native notification option, you will see the Push Notification section where you can add a notification message and embed a deep link to direct your delegates to a specific part of your Event App.
  15. Please note, that when creating a persistent alert notification, the Push Notification deep link will be bound to the same action as the alert Call-to-Action button.
  16. Once you’re happy with your alert notification set up, either click ‘Send’ if you have checked ‘Send now’ or click ‘Save’ to schedule it to go out on the date and time set. 

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Smart Sessions

Smart Sessions is revolutionising the way we network at virtual and hybrid events. Offered as part of the CrowdComms’ industry-leading event platform, it recreates the serendipity of in-person networking, online. Dedicated networking rooms give attendees intuitive and engaging spaces to effortlessly join video conversations with other delegates and watch event live streams together once again. Networking rooms can be organised by topic, industry, attendee type, or any other way that helps your attendees connect with the right people – transforming the experience of attending a virtual or hybrid conference, exhibition, company get-together, member meeting or awards show. Smart Sessions also unlocks a range of sponsorship opportunities, from branding to announcements and advertising content. We’ve set out a user guide below to get you quickly up and running. If at any time you require further support or assistance, please get in touch with your CrowdComms’ Account Manager or Support Specialist, who will be happy to guide you through the process.

Smart Sessions

Browser Requirements

Browser Requirements

Browsers must support WebGL. Browsers supported by the WebGLRenderer are:

If you find that you still have trouble after checking the above, then please check here to see if your browser settings are also compatible.

Note: Safari is not currently supported.

 

 

Smart Sessions

Setting up a Networking Room in the CMS

Setting up a Networking Room in the CMS 

To get started, you’ll need to set up a virtual networking room in the CMS. Once all the elements for this are in place, your attendees will use this space to watch live streamed content and interact with each other.

  1. Log into the CMS with your credentials.
  2. In the Dashboard, select the Event App that you would like to add virtual networking to.
  3. Click on ‘Libraries’ in the left-hand sidebar.
  4. A secondary menu will appear to the right. Click on ‘Virtual Networking’.

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    1. To add a virtual networking room to your Event App, click on the ‘+’ button on the top right-hand side of the screen.
    2. A pop-up window will appear, inviting you to create a title for your room
    3. Once you have filled in the title field, click ‘Create’ and you will be taken to your room’s main edit page.

    Picture2.png

    1. TOGGLE ON the ‘Show in Virtual Networking module’ to make the room visible in the Event App.
    2. You can also fill in the description field to provide more information for your delegates. Please note: This field has a limit of 240 characters.

    Picture3.png

    10. Below the description field, you can set the ‘Room Capacity’ to admit a certain number of participants. The room limit is set to 300 users. If this capacity is reached, a message will appear advising users that the room is full. 

    11. Head on over to the ‘Times’ TAB at the top, to edit the room opening times to fit your requirements. By default, networking rooms are open for the duration of your event. If users attempt to enter rooms outside of your selected times, they will see a message informing them that the room is closed.

    Picture4.png

    12. If you go to the ‘Groups’ TAB at the top, you can select which groups have access to your networking room. Please note: Groups must be set up through the ‘People Library’ in the CMS. Please click here for instructions on how to set up your groups.

    Picture5.png

    13. To customise the look of your room, you’ll want to go to the ‘Branding’ TAB at the top. Here, you can upload a background, logo, poster image and change your room’s colour scheme.

    Note: Background images should be 4000 x 4000 pixels in size. Your logo can be any size and the poster image should be 1920 x 1080 pixels with an aspect ratio of 16:9.

    Note:

    Changing the primary colour will affect:

    Changing the secondary colour will affect:

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    1. Click ‘Save’, which will automatically take you back to the main menu displaying the virtual networking rooms.

    Note: The ‘Administrators’ TAB currently offers no functionality to users. This feature will be developed in a future version. 


    Smart Sessions

    Linking your room to an Agenda session & Joining a room

    Linking your room to an Agenda session in the CMS

    If you do not already have an Agenda module set up, check out our Agenda guide to get you started.

    1. In your Agenda module click on ‘Add Session’ or choose one from the list below if your agenda session already exists.
    2. A pop-up will appear inviting you to populate your session title, subtitle, and times as appropriate.

    Picture16.png

    3. Click Save, which takes you to a new agenda session edit page/panel.

    4. Fill in all the agenda TABS as appropriate. Please note: Only the ‘Embed’ TAB will have a direct impact on your networking room.

    5. Click on the ‘Embed’ TAB, which brings up the function options for your session.

    6. In the virtual networking rooms section, on the same page, select the room that you have created.

    Picture17.png

    7. Click ‘Save’ – your room is now linked to your agenda session. 

     

    Smart Sessions

    Live Streams & Videos

    Live Streams

    To add a live stream into your room:

    1. Go to Libraries > Videos
    2. Upload the video you want to play in the room 
    3. Go to Libraries > Virtual Networking
    4. Select your room and click on the edit icon 
    5. Click on the Embed TAB 
    6. Choose your live stream from the drop down menu under "CrowdComms Live Streams" 

    live-streams.PNG

    7. Click Save 

    NOTE: You can stream the same live stream into multiple rooms 

    Videos (Simulive) 

    To add a video into your room:

    1. Go to Libraries > Videos
    2. Upload the video you want to play in the room 
    3. Go to Libraries > Virtual Networking
    4. Select your room and click on the edit icon 
    5. Click on the Embed TAB 
    6. Choose your video from the drop down menu under "Simulive video from library" 

    Capture.PNG

    7. Click Save 

    The video you have selected will now play in your room. 

    NOTE: You will need to interact within the room once for the video to start

    Smart Sessions

    Joining a room

    Joining the room via an Agenda Session

    1. Click on the ‘Agenda Session’ you have created (you will then see an option to watch the live stream in your networking room).
    2. By clicking on the option of ‘Join now’ in the bottom left of the screen this will open a separate window for your room.

    Picture15.png

    Screen Sharing

    Users can share screen whilst in a bubble by selecting the “Share screen” button.

    The user who is screen sharing will be noticeable by a highlighted border around their video screen.

    Shared screens can be viewed in full screen.

    NOTE: Sharing a screen will overtake any LIVE stream in the room.

    Picture13.png

    Location Map 

    Click on the ‘location’ icon to view a map to pinpoint your current location.

    Teleporting

    Click on the online users list before clicking on the ‘Teleport’ button next to the user you wish to travel to. You will then see your avatar teleport across the room arriving near to the person you selected. 

    Please note: You are not able to teleport while on a call or while in a bubble with other attendees.

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    Bubble Locking

    You can now ‘lock’ your bubbles to prevent other users from joining your conversation. Simply click on the padlock in the middle of your bubble and this will change the padlock icon to ‘closed’.

    The closed padlock is visible to everyone else in the room. 

    To unlock the bubble, click on the padlock again and the icon will change to an open padlock. 

    You can lock your bubble with 2, 3, 4, 5, 6, 7 or 8 users inside of it. If you are in a locked bubble, you can, however, still leave at any time. 

    Picture9.png

     

     

    Smart Sessions

    Clearing Users and Chats in a Room Through CMS

    Clearing users and chats in a room through CMS

    Users can clear users and chats in a room through CMS.

    Select the “reset” icon in the Virtual Networking Rooms list for the room you wish to reset. You will then be presented with a pop up where you can select clearing the room and or the chat within the room.

    Picture8.png

    Smart Sessions

    Inactivity

    Inactivity

    A user will be marked as inactive if:

    NOTE: You will be presented with an inactivity page which will have a link to “re-join” the room

    Picture7.png

    Smart Sessions

    Media Permissions

    Media Permissions

    Users will be prompted to accept media permissions when first joining the room, if these permissions are rejected then the user will not be able to join the room.

    Media-Permissions-.png

    Smart Sessions

    Smart Session Features Table

    Smart Session Features Table (Updated 03.05.2022)

    Existing Features

    In Development

    Future Development

     One-to-one and up to group of 8 video chat within 
    a bubble

    Linking Q&A feature to the room 

    Enhanced emoji feature in chat

     Ability to link live stream to a room

    Waiting room feature 

    Room size options 

    Ability to screenshare with members of the 
    bubble

    User availability status 

    :inking poll feature to the room 

     Chat feature with delegates within the room 
    (200 max character in a single chat)

    Ability to conduct scheduled meetings within Smart Sessions 

    Ability for a user to join a Smart Session on mobile and tablet

    Blurred background on video call

    Ability to tag other delegates in chat

    Ability to invite external users into the room  

     Profanity filters in chat


    Facilitator tool 

    Teleport to another user within a room



    Options to turn camera on/off during video call



    Volume adjustment on either video call or live 
    stream



    Customisable/bespoke background and logo



    Audible emojis in chat



    Cruising around the room



    Room locking for private chat



     Analytics



    Onboarding instruction



     Ability to link video-on-simulive to the room



    Ability to link video-on-demand to the room

















    Zoom breakouts user experience

    About the integration 

    The Zoom integration uses the Zoom SDK functionality which is for the most part comparable to the standard experience using Zoom. You can see comparison of the functionality supported in our Zoom SDK integration and standard Zoom experience here

    In order to use the Zoom integration, you will need your own Zoom account and setup guide can be found here

    User experience

    Users of the CrowdComms platform will not require their own Zoom account and will not be required to login to Zoom or leave the CrowdComms platform in order to join the Zoom breakout. 

    This allows users to have a seamless experience joining Zoom breakouts whilst enjoying the CrowdComms platform feature set and remain on your branded platform. 

    Zoom SDK functionality including allowing the host to allow users into the breakout, mute users and share screen are supported. Refer to the above comparison document linked for further details on functionality supported. 

    Joining experience

    Users navigate to the relevant session which may be personalised by admins to ensure only approved users have access. When clicking on a session with a Zoom meeting linked, users will see the below and have the option to 'Join Meeting'. The display name and passcode are automatically populated and no action is required from the user except to join meeting at the appropriate time. 

    zoom-join-meeting.png

    Speaker / Host experience

    The person running the session will need to launch the meeting from Zoom in order for users on the CrowdComms platform. If the Zoom meeting has not been started, users will receive a pop up explaining that the session has yet to start. 

    The speaker / host will have all the normal Zoom controls including ability to admin users into the breakout if setting is enabled, to mute users and remove users from the breakout if required. 

    Zoom integration output and user options

    screen-share.png

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    NEW CrowdComms Video Breakouts

    CrowdComms Video Breakout 

    Introduction

    Our Video Breakout feature has undergone another transformative update, showcasing enhanced functionality. It still maintains its capacity to accommodate up to fifty users per session, facilitating the seamless hosting of large meetings. 

    We've refined the setup process to seamlessly integrate with other engagement features through the Dashboard Library route. This improvement allows you to effortlessly add multiple Video Breakout Rooms and easily link them to their respective sessions. 

    While the traditional setup, which enables you to activate the Video Breakout feature by toggling within the session, will continue to coexist with the new setup, it's crucial to note that we will gradually phase it out. Therefore, we kindly request you to transition to the new setup process moving forward.  image.pngAdding Breakout Rooms to the Library 

    1. To use the Video Breakout feature you will need to log in to your CrowdComms Content Management System (CMS) Dashboard and input your details.

    1. Upon successful login, select the Event App where Video Breakout will be used.   

    1. Then Navigate to ‘Libraries’ from the left-hand menu and click on ‘Breakouts’, which will appear as an option in the secondary menu to the right.  

    1. If you already have Breakout Rooms created, they will appear in the list. (Show how to long)  

    1. To create a new room, click on the ‘Create new breakout room’ at the top of the page.   



    1. A pop-up modal will appear prompting you to add the name of your breakout room. Add the relevant room name and click Submit.  

    1. Once generated, the newly created room will appear on the list. By default, the room capacity is preset to 50, representing the maximum number of participants eligible to join. 

    1. To amend the capacity or add branding to the room, click on the Pencil icon.   

    1. On this page, you have the flexibility to modify the room name and capacity, and additionally, you can enhance the aesthetic appeal by incorporating a background image.  

    1. Don’t forget to click Save changes when you’re done editing.  

    NOTE: If a user tries and joins a room which is at capacity they will see this message

    Screenshot 2024-01-04 at 08.52.36.png

    Also note, the capacity can only be changed for the room when the room is empty and NOT in progress. 

    Embedding the Video Breakout Feature into the Agenda Sessions 

    1. After creating all the Breakout Rooms in your Library, you can seamlessly integrate these rooms into your Agenda Session.

    1. From here you can either navigate to an existing session which you have created or create a new Agenda Module and add sessions to your agenda. 

    1. Navigate to the Agenda sessions list page and click on the Pencil icon corresponding to the session where you intend to add the Breakout Room.

    1. Proceed to the Features tab, and within the Content Features section, locate the Breakout Room field. Click on it, and from the dropdown list, select the appropriate room to embed in this specific session.

    1. Once you’ve finished click Save changes.

    Media Permissions:

    You must accept the media permissions before joining the call. 

    Below is an example of the messaging the user will see to accept the permissions:

    image (2).png

    image (3).png

    Useful Link 

    https://docs.livekit.io/cloud/firewall/ 

    The below message will appear when a session has not started; 

    VBO Start.PNG

    The below message will appear when a session has ended; 

    Screenshot 2024-01-09 at 13.17.45.png

    Wordclouds

    W3.PNGWe now have the ability to display wordclouds on a big screen at events, based on input from attendees.

    We are providing wordclouds for surveys to begin with, being available for multiple choice and text questions. Users can access the word cloud from the survey edit screen on the context menu of appropriate questions, and also on the results page for that survey.

    The wordcloud will show all submitted words, and display more common words in a larger font. 

    A comma will determine when the word ends, and another begins.

    On the wordcloud screen you have access to certain settings, such as general shape, word multiplier, max word length, minimum count for the word to appear.

    To view the wordcloud, you just need to copy the URL from the survey and paste it into your browser. Here you will have the option to edit the wordcloud.

    WC 1.PNG

    You can edit;

    WC 2.PNG