Alternative Hosts for Virtual Events

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Event organizers can designate Event Team Members as alternative hosts. Alternative event hosts can begin and run virtual events with the same privileges as the event host, enabling organizers to avoid rescheduling and canceling the event if the organizer cannot host an event, for example, due to illness or scheduling conflicts.

Considerations

  • Alternative hosts must be an Events Management user and have a license for Engage
  • Alternative hosts must be an Event Team Member with a Team_Member_vod field referencing an active user
  • Alternative hosts cannot replace the original host as the host of the virtual event
  • If a user is added as both an attendee and Event Team Member, the user will be prioritized as an Alternative Host and is not assigned a Participant URL
  • If a virtual event is started by an alternative host, and the original host later joins, the original host is given the option to reclaim hosting privileges
  • Multiple users can be designated as alternative hosts for the same virtual event
  • When Tracking Virtual Event Attendance is enabled, hosts and alternative hosts are tracked in addition to speakers and attendees
  • This feature is supported in Lightning for Events Management

Prerequisites

Configuring Alternative Virtual Event Hosts

To configure this feature:

  1. Grant all users FLS edit permission to the following fields:

    Object

    Fields

    EM_Event_Team_Member_vod

    Virtual_Role_vod

    EM_Event_vod

    Assigned_Host_vod

    Remote_Meeting_vod
  2. Place the Virtual_Role_vod field on the appropriate EM_Event_Team_Member_vod object page layouts.
  3. Add the Start_Webinar_vod button to the list of visible buttons for the appropriate EM_Event_Layout_vod records.

Scheduling Virtual Events with Alternative Hosts

When an event organizer schedules a virtual event, their corresponding EM_Event_Team_Member_vod record is updated with a Virtual_Role_vod of Host_vod.

If an EM_Event_Team_Member_vod does not exist for the host, a corresponding record is automatically added to the event with the Virtual_Role_vod of Host_vod

To add alternative hosts for the virtual event:

  1. Navigate to the appropriate EM_Event_vod record.
  2. Navigate to the list of Event Team Members.
  3. Select Alternative_Host_vod in the Virtual_Role_vod picklist for all appropriate team members.

The Virtual_Role_vod picklist only displays for team members with an Event_Team_Member_Type_vod field of User_vod.

Starting a Virtual Event as an Alternative Host

To start a virtual event as an alternative host:

  1. Navigate to the appropriate EM_Event_vod record.
  2. Select the Start_Webinar_vod button, Start Engage.

Alternative event hosts run virtual events with similar privileges as the event host. See Hosting a Virtual Event for more information.

Functionality

Host

Alternative Host

Meeting Controls

Start the virtual event

Mute/unmute themselves

Start/stop their video

Share screen (depending on device)

View participants list

Chat with participants

End meeting

 *

Waiting Room, Mute on Entry, Lock Meeting

Managing participants

Mute or Ask to unmute participants

Stop participant's video

Ask participant to start video

Spotlight/Pin a video

Promote participant to host or alternative host

Control participant Chat privileges

Remove participants

Rename participants

Mute controls for all participants

Put participants in Waiting Room

Admit participants from Waiting Room

*Only the meeting host can end the meeting. If an alternative host started the meeting as the host and the original host did not join, the alternative host can end the meeting. If the original host joined and reclaimed hosting privileges, only the original host can end the meeting.

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