The Video Rooms feature is a fantastic way to bring your virtual attendees even closer to the in-person experience! Video Rooms are spaces where a maximum of 13 attendees and three moderators can talk with one another via live video, audio, and chat, and send Connection requests in the Web App or Mobile App. Attendees in the Web App can also share their screen.
Video Rooms are great for breakout discussions, sponsor hangouts, live Q&A, staff meetups, icebreaker rooms, or whatever else you can think of.
Add the feature
First, add the Video Rooms feature to your event. On the Edit Event page, click Add Features. In the modal that appears, find the Video Rooms feature, click Add, then click Done.
⭐️ Keep in mind, you can add the feature multiple times, and each instance of the feature can have as many rooms as you'd like.
⭐ Keep in mind, you can't record Video Room sessions.
Click Save Changes when you finish updating the settings.
Click Edit on the Video Rooms feature to open the Video Rooms page. On the Video Rooms page, click New Video Room to add your first one.
⭐️ Keep in mind, you can also import Video Rooms.
In the modal that appears, customize the following:
Name - This is the name of the room that attendees will see in the Event App. Remember that rooms are typically topic-based, and you can add as many as you need. If you need more than one room per topic, make sure you clearly number or otherwise tell attendees the difference between each room.
Enable Room - This lets you keep a room closed until you're ready to let attendees in. If you don't want attendees to join the room right away, set the Enable Room toggle to 'No'. If you toggle Enable Room to 'No', attendees can still see the room but won't be able to join, and a message will display explaining that the room is unavailable.
Icon - Select an icon or add a custom image to the room. We highly recommend adding an image that helps attendees understand the room's purpose. Images should be unique to each room topic.
Description - This is a text description that appears to attendees below the room's name. Make sure the description tells the attendees what to expect in as few words as possible.
Moderators - Add up to three people from your event's attendee list as Moderators. Make sure you've added them to the event! We'll talk about what Moderators can do later in this guide.
⚠️ Caution, if you’re concerned that a room topic may be controversial, we highly recommend adding at least one Moderator.
Internal Links - Link the room to other features in your event, such as Agenda sessions. For example, if you're setting up breakout rooms for sessions, search for and add the session(s) here. Attendees viewing the session's page in the Agenda feature can join the room directly from there. See our Internal Links article for a full list of items that use Internal Links.
⭐️ Keep in mind, internally linked items don't appear in the Video Rooms feature – only on the item the room was linked to.
Click Save Changes when you're finished, and you're done making the room! Repeat this process for as many rooms as you need.
After you've added at least one room, you can take several actions from the Video Rooms page:
Filter and Search
Drag and drop to reorder
Edit or Delete
Multi-select and edit
o Disable or Enable
Rooms in practice
When an attendee clicks on a Video Rooms feature, they can browse through the list of rooms and join any that are available or haven't reached the participant limit.
If a room is available and not full, the button below the room title and description says 'Join'.
If a room is unavailable or full, the button says 'Closed' or 'Room is Full', respectively. After 13 attendees have joined, moderators can still click Join, but other attendees can't.
⭐️ Keep in mind, attendees could run into issues with their browser, mic, video, and more. Check out this article for best practices and troubleshooting steps, and consider including this information in attendee help resources for your event.
⭐️ Keep in mind, attendees can only join one Video Room at a time.
When joining a room for the first time, attendees must agree to any microphone and camera permissions their device or browser requires. Web App attendees must also select the correct video and audio devices and click Apply before they can join.
⭐️ Keep in mind, for the best experience, we recommend using the Web App in Google's Chrome browser.
While in the room, attendees can mute their mic or video, and type messages. From the messages panel, attendees can send each other connection requests without leaving the room.
⭐ Keep in mind, the number of people that can appear on the screen at one time depends on the user's device screen size and zoom level. If there are more participants than can fit on the screen, an arrow appears that lets users see the rest of the participants.
Web App attendees can also share their screen with everyone else. If someone is sharing their screen, they have to end the share before another person can share their own screen.
If an attendee using the Web App is watching a Webex Events Streaming or Webex Events RTMP live stream, and they click into a video room, the live stream will mute and continue to play in a small frame at the lower right corner of their screen. If the live stream uses any other streaming provider, the stream will close.
We've made it easy for moderators to know what to do in their Video Rooms! Consider sending this article to your moderators.
Moderators will see a "Moderated by you" tag on each of their assigned rooms.
Moderators hover over an attendee video card to reveal the Remove button in the lower right corner. When a moderator clicks the button, a message pops up to ask for confirmation and let them choose how long to ban the person from the room. There's also a checkbox that lets the moderator delete all of the attendee's text chats from that room.
Now you know how to set up and use Video Rooms in your event. Get those attendees talking!
After some of your attendees have used Video Rooms, check out the Feature Comparison chart on the Metrics tab to see how people are interacting with them. You can see the number of:
You can also edit a Video Room and click the Download Chat Report and Download Participant List links.
The Chat Report contains the following:
The Participant List contains the following:
⭐️ Keep in mind, you may see multiple entries for the same person in the Participant List export if people left and then rejoined the Video Room.
To see all of the additional data points outlined in the Export section of our Data Dashboard article, export the Metrics.
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