Add virtual attendance to a workroom event

You can host your event online or virtually using a video-conference provider, such as GoToMeeting or Zoom. Attendees can join the virtual event remotely.

Add virtual attendance

Go to the relevant workroom, and then select Events .
Select the title of an event.
On the Event Detailscard, select Edit.
On the Edit Event Details page, scroll down to Attendance Type. Choose from the following options:
- Virtual: For online events.
- Hybrid: For both in-person and virtual attendance options for the event. Attendees can select In Person or Virtually when they RSVP to a hybrid event.
  
  Note
  
  You can also choose In Person here in case the event is held in person.
To track responses, select Track RSVPs.
If you are hosting the video conference through GoToMeeting, select the checkbox next to GoToMeeting Invite. Next, search for and select a video conference host on the GoToMeeting Host menu.
If you are hosting the video conference through Zoom, select the checkbox next to Zoom Invite. Next, search for and select a video conference host on the Zoom Host menu.

Note

Your organization must have a GoToMeeting or Zoom account actively integrated with BoardEffect in order to add the virtual meeting details to the event.

For more information, see Integrate GoToMeeting or Integrate Zoom.
To share the event across every workroom, select Share with all workrooms.

Note

When you share the event with all workrooms, the event details are visible on the home page.
To save your changes, select Save.

Integrate gotomeeting or zoom video conference details

When you integrate your GoToMeeting or Zoom account, you can easily add video conference details in a workroom event.

If your GoToMeeting or Zoom account is not integrated with BoardEffect, you can manually add a custom video link, so remote participants can join the event virtually.

To learn more about integrating GoToMeeting, Integrate GoToMeeting.
To learn more about integrating Zoom, see Integrate Zoom.
To learn more about creating Events, see Creating and managing an event in a BoardEffect workroom.

To begin, edit an event to open the event details page.
Move down the page to view the start date and time in the Start Date/Time field and end date and time in the End Date/Time field. The dates and times of the event in BoardEffect must be the same in Zoom and GoToMeeting.
To integrate the video conference details from GoToMeeting, select the checkbox next to GoToMeeting Invite.
To select a host, select GoToMeeting Host, and then select a user's name from the list that appears.
To integrate the video conference details from Zoom, select the checkbox next to Zoom Invite.
To select a host, select Zoom Host, and then select a user's name from the list that appears.
To save your changes, select Save.
A Join Zoom or Join GoToMeeting link will appear on the event card. You can select the link to join the event virtually via video conference.

Add a custom video link to a workroom event

You can add a link to a video conference, so remote participants can join an event online. The video conference URL can be hosted by various providers, including Zoom, GoToMeeting, or Webex. This topic explains how to add a custom video conference link to an Event.

Go to the workroom Events page .
Select an Event name to view the Event Details page.
To edit the Event, select Edit.
Move down the page to view the Custom Video Conferencing URL field.
To add a URL, first sign in to your video conference provider, and then view the meeting details.
Copy the URL.
Return to BoardEffect, and then paste the URL in the Custom Video Conferencing URL field.
To specify that the event will take place online, first select Attendance Type.
Select Virtual from the list that appears.
To save your changes, select Save.
Attendees can RSVP to the event by selecting Virtual on the Event Details page.
When it's time to join the video conference, attendees can select Join meeting.

Add virtual attendance to a workroom event