1. Overview: Before Event
1. Important to know before starting In this "Before" tutorial, we want to help you set up your own event on our Veertly platform. The tutorial is separated into 20 chapters. Ending with a checklist, some tips and tricks, and some troubleshooter tips. In the second chapter, we will walk you through the process of setting the event up. But first, we want to make you familiar with some important things. Browser We recommend using the Chrome browser or the latest versions of Firefox or MFew readers2. Getting Started
2. The first steps - how to set up an event Sign in in the Veertly Cockpit with your Google account or create a new account with your email address. If sign in with email is chosen, you need to check your emails and click on the link you sent to complete the login process. The event form will open: (https://storage.crisp.chat/users/helpdesk/website/d5450a2e18763000/2674dFew readers3. Edit Event details
3. This chapter is all about editing the event details. These are the general settings for your event, including dates, times, and descriptions. Except the URL, you can change any of these details, even while the event is live. If you want to edit the description of an existing event, you can do that via the cockpit. Just go to your event through the cockpit, and on the top right, you will have an “Edit event” button. From there, you will have the same form as the create event one (desSome readers4. Customize Look & Feel and Event Maps
4. Customize Look & Feel and Event Maps This chapter is all about customization In Veertly, we are all about customization! We want you to have the event that you want and as you wish it to look like. That is why we allow you to change nearly all the colors and logos of your event. Cockpit You can customize your event's look and feel in the cockpit on thFew readers5. Control Event Access/Tags
5. This chapter deals with the different models of access. You can configure access to your event directly in the cockpit. There are three different modes: Free access: your event is free and publicly accessible to everybody. On the event page, the “Join event now” button will allow anyone to enter your event. Password protected: you will specify a common password for all attendees. On the event page, the “Join event now” button will forward the attendees to a password prompFew readers6. Configure Main Stage
6. This chapter is all about the main stage and how to change the program. The main stage of your event can have one of two different modes: Video conference: a video call where participants can actively interact with each other. This mode is recommended for smaller events of less than 20 people. In this section, you can also configure the number of attendees that are allowed inside the video-conference call. Please note that the higher the number of participants in a call, the lowFew readers7. Configure Settings
7. This chapter is about the fine-tuning of the functionalities of your event. On the “Configuration” tab of your cockpit event, you can configure several parameters: Rooms creation by attendees: Define if your attendees can create rooms or if this is only available for the hosts. If this is disabled, you can still allow your hosts to create rooms in a single category by enabling it in the category itself. Allow creation of polls: Same as the rooms, you can allow or deny theFew readers8. Create Rooms and Categories
Rooms are the most engaging feature of Veertly! But to get there, you need to configure them and prepare them for your attendees. This chapter helps you set up your rooms and create categories. You can create simple video call rooms, add a variety and number of embedded applications, and whiteboard or collaboration tools! Create rooms To create a room, you need to be inside your event (you can use the backdoor access if the event is not live yet). In the room's area, you can create a roFew readers9. Networking
Networking is one of the core reasons people join events. So, this chapter will explain the limitless opportunities in the networking area. Veertly’s networking allows attendees to interact in 1-1 conversations with the other participants or join other networking conversations until up to 4 people in each call. Participants are available to receive networking calls in two situations: If the present system is enabled and the user is available, and if the user is not in a call, others can inFew readers10. Social Wall
The Social Wall feature of Veertly allows listing tweets sent with a certain HashTag directly into your event. This can be extremely interesting for hybrid events to connect people in the venue with the audience online! Check the video below to know more about this feature. Please note that this feature needs to be activated by Veertly’s team and has an extra cost. Please contact us (https:/Few readers11. Backdoor Access
In order to have a great event, preparation is a must! That’s why we want to allow you to enter your event before others and start preparing it for your attendees. On the top right of your cockpit page, you have a “Backdoor access” button that will allow you to enter it even if it is not live yet. You can also share this link with colleagues and prepare the event together. This is a unique link for your event, so if you want to reset it, feel free to click the reset link button. When you doFew readers12. Duplicate Event
How to duplicate an event is what this chapter is about. You can duplicate your event in the cockpit by clicking on 'duplicate event' on top right corner of the page. When you duplicate an event, you need to provide the new URL of your new event. Once you click duplicate, a new event is created with exactly the same information as the original one: Event details (title, dates, description) Hosts Rooms & Categories Polls Broadcast messages Configuration settings LFew readers13. Polls
Polls help you make your event more interactive. This chapter shows you how to create polls for your event. In the polls section, you can create a poll for your participants. The polls can contain several possible answers but participants can only select one option. You can add multiple answers and reorder them if you desire. For each poll, you can select: If you want to notify all attendees about the new poll or not If the votes of your participants are anonymous or notSome readers14. Broadcasts
Sending broadcast messages to your attendees can be a very good way to drive actions from your audience and to inform. For how to do so continue reading. You can for example define a welcome message, inform about activities going on in other places, promote your sponsors, forward your attendees to other locations of the event like a specific room or networking area, and much more. You can do that by creating a message in the broadcast section of the navigation bar. Please check the videosFew readers15. Add Cohosts and Speakers
Organizing an event alone is very challenging, so you can add your co-hosts to your events. You can (should!) also do speaker tests before the event and set the speaker role beforehand. How to add your cohosts and speakers is the topic of this chapter. You can add hosts and speakers in two ways: Promoting any user inside the event as a host or speaker Add a guest user in your event with the HOST or SPEAKER role (check here (https://help.veertly.com/en/article/5-control-event-accessSome readers16. Video Call
Coming soon. Next: 17. BriefingsFew readers17. Briefings
Coming soon. Next: 18. Checklist: Before EventFew readers18. Checklist: Before Event
Good preparation is gold. To make sure that you have thought of everything when creating your event, here is a checklist. Information about the event completed Look & Feel adapted Rooms and categories created to your needs Polls (https://help.veertlFew readers1. Overview: During Event
The thrill is rising; finally, the time has come, your event is starting! In this section you can find the most important actions you can do while your event is live. It is important to be familiarized with these possibilities as during the event you will not have much time to react, and the better prepared you are, the better the event will be! So this 'During Event' part will help you towards that. Next: 2. RecordFew readers2. Record
Sometimes it is useful to record your meeting so you can share the result. How to do so is discussed in this chapter. To record your meeting you need to go to the call navigation bar and click on the three dots '...' then select 'start recording'. And confirm. PleFew readers3. Update Lobby Details
The lobby page of the event can be updated at any time during the event if needed. The lobby content is the same as the description you have defined on your event page; therefore, to update it, you can edit your event details. Check for more information here on how to edit it. Next: 4. Streaming/Main StageFew readers4. Streaming/Main Stage
This chapter is about how to integrate a stream and set it live. In case you have a main stage with a live stream, you need to set it live on the app once your stream is up and running. You can do that directly from the application on the Main Stage pane. Check the video below for more details. Please note that it can take up to some seconds to have the stream being played to all users. We strongly recommend that yFew readers5. Polls
In the polls section, you can create a poll for your participants on the fly or launch the polls you have prepared beforehand. If on the fly, for each Veertly poll, you can select: If you want to notify all attendees about the new poll or not If the votes of your participants are anonymous or not (if not anonymous, you can download the results in the cockpit) When the results are visible to the attendees (when the user has voted, when the poll has been closed, or nevFew readers6. Broadcast
In the broadcast section, you can create a broadcast for your participants on the fly or launch the broadcasts you have prepared beforehand. On the fly, you can define a welcome message, inform about activities going on in other places, promote your sponsors, forward your attendees to other locations of the event like a specific room or networking area, and much more. You can do that by creating a message in the broadcast section of the navigation bar. Please check the videos below for moreFew readers7. Manage Chat
This chapter is about managing your chat. In the global chat, as a host, you can manage the existing messages by: Archiving the message Pinning the message to the top of the chat To reach these functionalities, click on the three dots menu visible when hovering a chat message (if you are a host). Next: 8. Add CohostsFew readers8. Add Cohosts
Adding cohosts to your event on the fly is the topic here. If needed have a look here. Next: 9. Manage AttendeesFew readers9. Manage Attendees
As a host, if you want, you can manage where your participants are inside your event. In order to get to the manage attendees feature, you can click your profile picture on the top right and select manage attendees. On the manage attendees dialog, you can: Move all attendees to the main stage: You can select which areas of your event the participants will be moved from. This allows you to include/exclude specific locations or rooms. You can also filter out the hosts and speakers froFew readers10. Set Hosts/Speakers
As a host of an event, you can set any other user as host or as speaker on the fly. If you need help managing all the event details, rooms, categories, participants, polls, chat or broadcast messages you can set a colleague as host. And in a pinch you can set up a speaker too. Next: 11. NetworkingFew readers11. Networking
The networking area of an event allows participants to talk on video calls with other participants or join existing conversations of up to 4 people. Once entering the networking area, participants can immediately initiate a conversation with one of the suggested participants or join an existing conversation with free space. Participants are available to receive networking calls in two situations: If the present system is enabled and the user is available, and if the user is not in a caFew readers1. Overview: After Event
Congratulations, your event is done, and we are sure it was a great success! Still, there are a few things you can do to benefit from the data. This is what we want to share with you in this third part. Let's start with having a look at the dashboard, then about how to check the attendee list and how to download the recordings. Next: 2. DashboardFew readers2. Dashboard
The dashboard is where you can analyze the performance of your event. Therefore, this chapter is all about numbers, analysis, and data. Analytics are essential to improve every event, and that’s why we want to provide you with all the information that you can retrieve about your event. On the dashboard tab you can see: How many users are online. How many minutes all your participants have spent online inside your event. Here yoFew readers3. Attendees
This chapter is all about getting to know who joined your event and download the list of attendees. To see all users who have attended your event, you have to check out the 'attendee' area in the cockpit navigation bar. There you will find a list showing all attendees that have entered your event at any time. Please note that this list only contains the emails that have been marked as public. Soon, we will improve this panel to provide extra information. Please note as well that if a user cFew readers4. Recordings
How you get your recordings is covered in this chapter. Any recordings made within a video conference will be listed in the recordings section. Just select in the navigation bar of your cockpit 'recordings'. There you can download them all. To record a video call, you need to click "start recording" directlyFew readers5. Checklist: After Event
At one glance, the most important parts of this chapter. Checked the dashboard Saved the attendee list Downloaded the recordings That's it! We hope to see you soon for your next event. 😀Few readers