Hosting a Virtual Event using Engage Meetings

  • iPad
  • Online

Event organizers can host virtual events using Engage Meeting. This enables event organizers to plan and schedule virtual events just as they would in-person events.

For example, Sarah Jones schedules a virtual event with Dr. Ackerman as a speaker. Dr. Adams and Dr. Antonucci are attendees. Sarah designates the event as an Event Meeting and starts the event using Engage Meeting. Dr. Ackerman, Dr. Adams, and Dr. Antonucci all join the meeting using HCP Attendee apps.

Considerations

Prerequisites

Configuring Virtual Events

To configure virtual events:

  1. Grant admins the following permissions:

    Object

    OLS

    Record Type

    Fields

    FLS

    EM_Event_vod

    CRUD

    n/a

    • Assigned_Host_vod
    • Engage_Webinar_vod
    • Status_vod
    • Webinar_Status_vod
    • Webinar_Error_Message_vod
    • Webinar_Error_DateTime_vod

    Edit

    EM_Event_Speaker_vod

    CRUD

    n/a

    • Webinar_Panelist_URL_vod
    • Webinar_Panelist_ID_vod
    • Speaker_Formatted_Name_vod
    • First_Name_vod
    • Last_Name_vod
    • Speaker_Name_vod

    Edit

    EM_Speaker_vod object

    CRUD

    n/a

    • Speaker_Formatted_Name_vod
    • First_Name_vod
    • Last_Name_vod
    • Name

    Edit

    EM_Attendee_vod object

    CRUD

    n/a

    • Webinar_Participant_URL_vod
    • Webinar_Participant_Id_vod

    Edit

    Remote_Meeting_vod

    CRUD

    Event_vod

    • Assigned_Host_vod
    • Description_vod
    • Latest_Meeting_Start_Datetime_vod
    • Meeting_Id_vod
    • Meeting_Name_vod
    • Meeting_Outcome_Status_vod
    • Meeting_Password_vod
    • Name
    • Scheduled_Datetime_vod
    • Scheduled_vod

    Edit

    Remote_Meeting_Attendee_vod

    CRUD

    Event_vod

    • EM_Attendee_vod
    • EM_Event_Speaker_vod

    Edit

    User

    CRUD

    n/a

    • Remote_Meeting_Host_Id_vod
    • Remote_Meeting_Host_Token_vod

    Edit

  2. Grant end users the following permissions:

    Object

    OLS

    Record Type

    Fields

    FLS

    EM_Event_vod

    n/a n/a
    • Assigned_Host_vod
    • Engage_Webinar_vod
    • Status_vod
    • Webinar_Status_vod
    • Webinar_Error_Message_vod
    • Webinar_Error_DateTime_vod

    Edit

    EM_Event_Speaker_vod

    n/a n/a
    • Webinar_Panelist_URL_vod
    • Webinar_Panelist_ID_vod
    • Speaker_Formatted_Name_vod
    • First_Name_vod
    • Last_Name_vod
    • Speaker_Name_vod

    Edit

    EM_Speaker_vod object

    n/a n/a
    • Speaker_Formatted_Name_vod
    • First_Name_vod
    • Last_Name_vod
    • Name

    Edit

    EM_Attendee_vod object

    n/a n/a
    • Webinar_Participant_URL_vod
    • Webinar_Participant_Id_vod

    Edit

    Remote_Meeting_vod

    n/a Event_vod
    • Assigned_Host_vod
    • Description_vod
    • Latest_Meeting_Start_Datetime_vod
    • Meeting_Id_vod
    • Meeting_Name_vod
    • Meeting_Outcome_Status_vod
    • Meeting_Password_vod
    • Name
    • Scheduled_Datetime_vod
    • Scheduled_vod

    Edit

    Remote_Meeting_Attendee_vod

    n/a n/a
    • EM_Attendee_vod
    • EM_Event_Speaker_vod

    Edit

    User

    n/a n/a
    • Remote_Meeting_Host_Id_vod

    • Remote_Meeting_Host_Token_vod

    Read

  3. Ensure all appropriate event organizers are licensed to use Engage Meeting and have all appropriate Group Meeting Permissions.
  4. Enable all values of the Webinar_Status_vod picklist on the EM_Event_vod object.
  5. Add the Webinar_Status_vod field to the appropriate EM_Event_vod object page layouts as read-only.
  6. Add the Schedule_Engage_vod button to the appropriate EM_Event_Page_Layout_vod records.
  7. Add the Start_Webinar_vod button to the appropriate EM_Event_Page_Layout_vod records.

Scheduling Virtual Events

To designate an event as a virtual meeting, navigate to the appropriate event and select the Schedule_Engage_vod button. This button displays for selection when the following requirements are met:

  • The current user is a licensed Engage Meeting user
  • The event’s Assigned_Host_vod field is blank
  • The event’s Webinar_Status_vod field is Off_vod, Failed_vod or blank

After selecting Schedule Engage, participant URLs are generated for all existing Event Speakers and Event Attendees. Additionally, Webinar_Status_vod field updates to On_vod and creates a corresponding Remote_Meeting_vod record with a record type of Event_vod.

Inviting Attendees and Speakers to Virtual Events

Using the Engage Meeting Invitations via Approved Email feature, event organizers can select the Send button to send an Approved Email template to attendees and speakers.

To use an Approved Email Template:

  1. Ensure the Using Approved Email for Events Management feature is enabled.
  2. Grant all users the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    Approved_Document_vod

    n/a

    Remote_Meeting_vod

    n/a

    Edit

    Sent_Email_vod

    n/a

    Remote_Meeting_vod

    Related_Transaction_ID_vod

    Edit

Creating Speaker and Attendee Specific Templates

Approved Email templates sent as invitations to a virtual event can be made specific to either speakers or attendees, enabling greater flexibility when designing templates.

Email templates must have a type of Event Management Invite Template in Vault.

  1. Set the Audience field to Speaker or Attendee. If this is left blank, the template is available for all audience types.

    Templates sent to attendees should include the {{EM_Attendee_vod__c.Webinar_Participant_URL_vod__c}} token. Templates sent to speakers should include the {{EM_Event_Speaker_vod__c.Webinar_Panelist_URL_vod__c}} token.

  2. Align the Approved Email template to the desired Event Types and Event Topics using the Events Management Properties section.

Hosting a Virtual Event

To start a virtual event via Engage Meeting, navigate to the event and select the Start_Webinar_vod button, Start Engage.

During the virtual event, hosts can perform the following actions:

  • Mute/Unmute their own audio – If the host is not connected to the audio, the Join Audio button displays. Hosts can select this button to choose how to join the virtual event audio.
  • Start/Stop their video
  • Share Content – The types of content that can be shared varies based on the platform:
  • iPad
  • Screen
  • Whiteboard
  • Bookmark
  • Photos
  • Online
  • Desktop
  • Security – This button only displays when the event is hosted on the Online platform and enables the following actions:

    The options are available on the iPad by selecting the More menu.

  • Lock Meeting – Disables additional attendees from joining the event
  • Enable Waiting Room – See the Waiting Room section for more information
  • Allow attendees to share their screen
  • Allow Chat
  • Allow attendees to rename themselves.
  • Participants – Displays the video and audio status of each attendee. Additionally, if the attendee selected the Raise Hand button, a raised hand icon displays next to their name. From this list, hosts can perform the following actions:
  • Mute/Unmute an attendee
  • Remove from event
  • Ask to Start Video/Stop Video
  • Chat – Does not display if chat is disabled
  • Mute/Unmute all attendees
  • End Meeting – Displays the message "Do you want to end the meeting for all participants?"

Joining a Virtual Event as an Attendee

Attendees of virtual events can join using any of the supported HCP apps.

Using the Waiting Room

The Waiting Room is a feature that enables the host to prevent attendees or speakers from entering a meeting before the organizer is ready.

When an attendee or speaker enters the event, a message displays to the host.

To let attendees into the meeting:

  1. Select the Participants button.
  2. Select the appropriate attendee.
  3. Select Admit.

Optionally, the host can select Admit All to admit all waiting attendees.

The Waiting Room is automatically enabled for all meetings. Event organizers can disable the waiting room by selecting Security, then deselecting Enable Waiting Room.

On the iPad platform, Enable Waiting Room is in the More menu of the Meeting Controls Menu.

Using Virtual Events as a Speaker

Speakers who receive an Approved Email with the meeting link can join a scheduled virtual event. The Engage app launches after selecting the link, and the meeting ID defaults from the email.

If the Speaker does not have the Engage App, a download link displays. The speaker must paste the meeting ID into the app, or select the link in the email again to join the virtual event.