This guide provides a comprehensive overview of setting up and managing virtual events on your platform, distinguishing between non-time slot events (e.g., "Company Presentations" or "Information Sessions") and time slot events (e.g., "Coffee Chats" or "Mock Interviews").
Sections
Non-Time Slot Virtual Events
These are Virtual events that do not require participants to select specific time slots. Below are the key steps for creating a Non-Time Slot Virtual Event:
Setting Up a Virtual Event
- Set the "Event Format" drop-down to "Virtual" while creating the event.
Adding a Virtual Meeting URL
Events configured with a Virtual Event Type and Event Format require a Virtual Meeting URL be added for students and presenters to attend.
- After setting "Virtual" as the Event Type, the virtual meeting URL field becomes available on the event details page.
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Supported Platforms: Zoom, Microsoft Teams, Google Meet, WebEx, GoToMeeting, and 12twenty Video.
- 12twenty Video are Virtual Meeting Rooms launched directly from inside your 12twenty website. Learn more about 12twenty Video here.
- Corresponding logos will display for recognized URLs from the platforms listed above.
Missing Virtual Meeting URL
If a Virtual event is created without a Meeting URL then a red badge labeled "Virtual Meeting URL Missing" will appear on the event page if a URL has not been added.
- Use the "Virtual Meeting URL Missing" filter to locate such events in the event list.
Hiding the Virtual Meeting URL Until Registration
The Virtual Meeting URL can be hidden by choosing "Registration Required" when creating the event. With this option selected, a student/alumni viewing a virtual event that requires registration will not be able to access the URL unless they register for the event.
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Unregistered Student View, "Registration Required"
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Unregistered Student View, "No Registration Required"
- Registered participants will see the URL as the "Location" in their Calendar Sync or .ICS file. If a URL is added after the user registers it will sync to their calendar automatically.
Time Slot Virtual Events
Time Slot Virtual Events events allow participants to register for specific time slots. Below are the key steps for creating a Time Slot Virtual Event:
Setting Up a Virtual Time Slot Event
- Set "Event Format" to "Virtual" and designate specific rooms on the schedule as virtual.
- To create a Hybrid event with a schedule, choose a Virtual Event Type and set Event Format to "On Campus." Add a meeting URL to a Hybrid event by following the same steps below.
Adding a Virtual Meeting URL
Virtual Meeting URL for Events with Schedules follows a slightly different process from Non-Time Slot Virtual Events. Events with Schedules have a "Schedule" tab, the Meeting URL must be added there. Virtual Meeting URLs must be added to specific Schedules in the tab. Both admins and Employer Users with Schedule Access can add URLs to event Schedules.
- Add the Virtual URL by navigating to the "Schedule" tab and clicking the "+ Add Schedule" button below:
- This will open a window allowing you to configure the schedule to match the format of the event by using a schedule template or creating your own schedule:
*Please Note: to add more than one student to a single slot you must update the "Students per Slot" value seen above. - After creating the schedule, use the "Actions" button, choose "Edit Schedule", and then mark the Schedule as "Virtual."
- Finally, add a Virtual Meeting URL by clicking the 3-dot action button in the Blue Banner that appears:
Missing Virtual Meeting URL
- Similar to non-time slot events, a red badge will appear for events missing a URL, and the "Virtual Meeting URL Missing" filter is available.
Student/Alumni View
The behavior for Students viewing a Time Slot Virtual Event is similar to Non-Time Slot Events that require Registration. Students cannot see the Virtual Meeting URL unless they registered for a Time Slot in a Virtual Schedule.
- Participants will only see the URL for the room associated with their registered time slot.
- The URL will also sync to calendar objects as the "Location."
- Calendar syncs update automatically if a URL is added after registration.
Frequently Asked Questions
How does Attendance Tracking work for Virtual events?
When a Virtual Meeting URL is attached at the Event or Schedule level, all student users will see and must use the virtual link to join the meeting. When the student clicks the link to join they will be counted as Attended.
- This Meeting URL is available on:
- The event created on your 12twenty Site
- The Student/Alumni User's School Calendar
- The Student/Alumni User's Personal Calendar (if Calendar Sync is enabled for that user)
- Any registration or event reminders that include this link, find out more about Event Notification Emails here.
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Please Note: All other methods of opening the Virtual Meeting URL added to an event will prevent 12twenty from tracking attendance. Additionally, ad blockers, VPNs, and similar software that hides IP/MAC Addresses would also prevent 12twenty from tracking the student's attendance. You can bulk update an event's registrant's attendance in the following ways:
- Mark Registrants as "Attended" in Bulk
- Add registrants in Bulk (marking them as attended)
- Manually following the steps below:
- Navigate to the Event
- Switch to the "Registered Students" tab
- Use the Checkbox to select all or specific students
- Click the three-dot action button
- Choose "Mark as Attended (#)" in the drop down menu: