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, and more.
Add the feature
In your Event's navigation bar under 'Event App' (or 'Community' in a Community), click Features, then click Add Features.
In the modal that appears, search for the feature, click Add, then close the modal.
⭐️ Keep in mind, adding the feature multiple times and associating each instance with a different attendee group helps make sure different attendee types end up in the right rooms. Each Video Rooms feature can have as many rooms as you like.
To customize the feature's name and icon or limit its visibility using Groups, click the feature in the navigation bar, then click the Settings (⚙️) icon next to the feature's name.
⭐ Keep in mind, Video Room sessions don't have a recording feature.
Click Save Changes when you finish updating the settings.
⭐️ Keep in mind, if you have a lot of rooms to add, import them to save time.
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. In the modal that appears, customize the following:
Name - This is the name as it appears in the Event App. Rooms are typically topic-based, and 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 - If you don't want attendees to join the room right away, set this toggle to 'No'. When a room is inactive, attendees can still find the room, and a message displays 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 below the room's name. The description should help attendees understand what to expect in as few words as possible.
Moderators - Add up to three people from your attendee list as moderators. Make sure you've added them to the event! We'll discuss 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 and items, such as speaker profiles. For example, if you're setting up breakout rooms for sessions, search for and add the session's speakers here. Attendees viewing the speaker's profile in the Event App can join the room directly from there. Refer to our article about Internal Links 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 to finalize creating the room. Repeat this process for as many rooms as you need.
After you've added at least one room, you can manage Video Rooms in the following ways:
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 active or haven't reached the participant limit. Attendees can only join one room at a time, even if they open separate browser tabs.
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.
⭐️ Keep in mind, attendees could have problems with their browser, mic, video, and more. Refer to this article for best practices and troubleshooting steps, and consider including this information in attendee help resources for your event.
When joining a room for the first time, attendees must agree to any microphone and camera permissions their device or browser requires. Attendees using the web experience 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 web experience attendees use 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 screen size and zoom level of the user's device. If there are more participants than can fit on the screen, an arrow appears that lets users scroll through 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 stop sharing before another person can share their screen.
If an attendee using the web experience is in a Webex Events Production Studio, Restream, 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 find 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 lets 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 App!
After some of your attendees have used Video Rooms, explore the Feature Comparison chart on the Metrics tab to learn how many times attendees have clicked on the feature and how many chats they've exchanged.
Edit a Video Room and click the Download Chat Report and Download Participant List links to browse even more metrics.
The Chat Report contains the following:
The Participant List contains the following:
⭐️ Keep in mind, you may find multiple entries for the same person in the Participant List export if people left and then rejoined the Video Room.
To examine all of the additional data outlined in our metrics exports, refer to our Event App Metrics article.
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