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 events do not require participants to select specific time slots. Below are the key steps and features:
Setting Up a Virtual Event
- Set the "Event Format" drop-down to "Virtual" while creating the event.
Adding a Virtual Meeting URL
- After setting the event to virtual, the virtual meeting URL field becomes available on the event details page.
- Supported platforms: Zoom, Microsoft Teams, Google Meet, WebEx, GoToMeeting, and 12twenty Video (in-house option).
- Corresponding logos will display for recognized URLs.
Missing Virtual Meeting URL
- 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
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This can be done by selecting "Registration Required" when creating the event. If a student/alumni view a virtual event that requires registration, they will not be able to access the URL unless they have registered:
Unregistered Student View, "Registration Required"
Unregistered Student View, "Registration Non-Required"
- Registered participants will see the URL as the "Location" in their calendar sync or .ICS file. If a URL is added post-registration, the calendar sync object will automatically update.
Time Slot Virtual Events
These events allow participants to register for specific time slots. Below are the unique configurations and features:
Setting Up a Virtual Time Slot Event
- Set "Event Format" to "Virtual" and designate specific rooms on the schedule as virtual.
- Alternatively, events can be labeled "On Campus" with virtual rooms if hybrid options are desired.
Adding a Virtual Meeting URL
- Add URLs to specific rooms on the schedule. Admins or employers can upload the URLs. Employer users with schedule access can add URLs through recruiter access.
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To add the Virtual URL, you must first add a schedule by clicking the "Add Schedule" button on the Schedule tab.
- From there, you can configure your schedule:
Please Note: If you would like to have more than one student in a single time slot, you can update the "Students Per Slot" value. - Supported platforms: Same as non-time slot events (Zoom, Microsoft Teams, Google Meet, WebEx, GoToMeeting, and 12twenty Video).
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.
Adding Virtual Meeting URL
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Select Edit Room under Room Actions, then check the Virtual check box.
What Students/Alumni See
- 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 virtual attendance tracking work for events?
12twenty Attendance Tracking through Virtual Links functions as follows:
- A virtual event/room is created
- URL is attached
- All student users will see and must use the customized meeting URL when joining the virtual meeting.
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12twenty Attendance Tracking URL is available on:
- Your 12twenty site
- The Student/Alumni users' personal/school calendars, if synced
- The registration/reminder/other system-generated notifications by the platform
Their personal/school calendar if they added the .ics from platform emails to their calendar
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Please note: All other methods of opening the virtual meeting will prevent 12twenty from tracking their attendance. Additionally, ad blockers, VPNs, and similar IP/MAC Address hiding software can prevent us from tracking the student. You can bulk update an event’s registrants and their attendance:
- Mark Registrants as "Attended" in Bulk
- Adding registrants and their attendance in Bulk
- Select event
- Registered Students
- Three-dot Action button