Broadcast & On-demand

To add a livestream room, choose Broadcast & On-demand → Livestream Rooms in the sidebar, then Add room. Only Room Name is required: without one, Events asks for a name and doesn't add the room.

• Type: Digital, On-site or Hybrid. New rooms are Digital.
• Capacity: how many people the room holds. It's for your records: Events doesn't stop people joining once it's reached.
• Access: which plan members can watch. New rooms are Free To Watch; see Who can watch.

New rooms start as Offline. Click the room to set its schedule and the link attendees watch. Events doesn't stream video itself: a room plays a link you give it, such as a YouTube or Vimeo stream.

By default, Broadcast & On-demand appears in the sidebar for the Owner, Admin and Manager roles. Under Settings → Navigation, Livestream Rooms can't be hidden while Recordings & Replay is showing, and Recordings & Replay can't be hidden while a screen that needs it, such as Simulive & On-demand, is showing. To change who sees it, see Roles and permissions.

Attendees watch in the members portal, after signing in. Rooms from Livestream Rooms, Webinar Rooms and Breakout Rooms appear under Live. Recordings from Recordings & Replay and broadcasts from Simulive & On-demand appear under Watch. See Members portal.

Only plan members see them: people with an Active membership, on an active plan, in this project. Someone who holds a ticket but no membership sees nothing under Live or Watch. Each item's access setting then decides which plan members get it.

Events doesn't upload, host or stream video. It plays the link you add. YouTube and Vimeo links, embed links (with /embed in the address) and direct video files such as .mp4, .webm or .mov play inside the portal. Any other link is treated as a video file, so a meeting invite, such as a Zoom or Teams link, doesn't play there.

While an attendee has a room or recording open, the portal checks in every 30 seconds, and the viewer figures in Events come from those check-ins. Watching now counts people seen in the last 90 seconds, Unique viewers counts everyone who has ever opened the item, and Watch time adds up their time. Nobody types these in.

Every livestream room, webinar, breakout room and simulive broadcast has an Access setting that decides which plan members (people with an Active membership in this project) see it in the members portal. You set it when you add the item, or later in its Access section, where changes need Save Changes.

• Free To Watch, the default: every plan member in the project. The Require registration switch under it is saved but not checked, so it doesn't narrow who can watch.
• Paid / Restricted: plan members on a plan you select under Membership. Plan members whose plan's VOD content covers the item get in too: Full catalogue covers every item, and Selected covers items linked to one of the plan's events. See Memberships.
• One-time purchase and Rental save a price, and a rental's Access window in days (3 to start). They show in the list's Access column, but attendees have no way to buy or rent, so they let nobody in.

Restricted access ends when the membership's expiry date passes, or when a time-based VOD content period runs out, whichever comes first. Free items stay visible for as long as the membership is Active, even past its expiry date.

Recordings in Recordings & Replay have no access setting: every plan member in the project can watch every published recording, whatever their plan's VOD content is set to.

A livestream room or webinar opens to attendees on its schedule. Set Starts at and, optionally, Ends at in the room's Room section (a webinar's Overview), then choose Save Changes. Attendees see the room in one of these states:

• Scheduled: more than 15 minutes before the start. It's listed, but it can't be opened yet.
• Opening soon: the last 15 minutes before the start. Attendees can open it.
• Live: from the start until Ends at, or until you end it when there's no end time.
• Ended: after the end time. The room leaves attendees' lists.
• Manual: there's no start time. Attendees can open the room only while its Status is Live.

The Live section overrides the schedule, and each button saves straight away. Go live opens the room now, End room closes it and takes it off attendees' lists, and Clear override goes back to the schedule. The section also shows the state attendees see, and the room's Watching now, Unique viewers and Watch time, refreshed every 15 seconds.

Attendees whose access allows it see a room from the moment it exists, whatever its Status, until it ends. Once a room has a start time or an override, its Status is only a label for your team: setting a webinar to Cancelled, for example, doesn't stop it opening. Use End room, or delete it.

Click a room in Livestream Rooms to open it. Besides Room, Live and Access, it has these sections:

• Event: the event the room belongs to, or Not linked to an event. Attendees see the event's name on the room, and a plan's Selected VOD content covers the room through it. Picking one saves straight away.
• Location: where the physical room is, for on-site and hybrid rooms.
• Stream: Provider, Stream / ingest URL, Watch link and Notes.

The Watch link is what attendees play. If it's empty, the members portal plays the Stream / ingest URL instead, so keep a private ingest address out of the room until it has a watch link. The Notes show to attendees under the player, so don't keep private AV notes there. Provider and Location stay in Events.

The list shows each room's location or provider, type, access, start time, how many are watching, and status. The figures across the top are Rooms, Live now (rooms whose Status is Live), Watching and Unique viewers, counted when you open the screen. Filter by status or type, or search by name, location or provider.

To add a webinar, choose Broadcast & On-demand → Webinar Rooms, then Add webinar. Only Webinar title is required. You can also pick a Platform (Zoom, YouTube Live, Google Meet, Teams or Custom; Zoom to start), name the Presenter and set Access. New webinars are Draft.

A webinar opens and closes like a livestream room: set Starts at and Ends at under Overview, or use Go live and End room in its Live section. The Join link in Stream & replay is what attendees play, the same way a watch link plays, so a Zoom or Teams meeting link won't play in the portal. The Description from Overview shows under the player. Link the webinar to its event in Event.

Some webinar fields are records for your team and change nothing for attendees:

• Requires registration and Registration link aren't checked or shown. Registered (manual) is a number you type, used in the Registered column and the Show rate figure.
• Replay link isn't shown anywhere. To offer the replay, add it in Recordings & Replay.
• Platform, Presenter, Duration, Capacity and the Cover image stay in Events.

The list shows each webinar's platform and presenter, access, start time, Registered (your typed count out of capacity), Attended (unique viewers) and status. The figures are Webinars, Watching, Registered and Show rate, attended out of registered. Filter by status or platform.

To add a breakout room, choose Broadcast & On-demand → Breakout Rooms, then Add breakout room. Only Room Name is required. You can also pick a Type (Discussion, Workshop, Networking or Roundtable; Discussion to start), name the Facilitator and set Access. New breakout rooms are Draft.

Breakout rooms have no schedule and no Live section. Attendees whose access allows it see a breakout room under Live from the moment it exists, and can open it only while its Status is Open. Draft, In progress, Full and Closed all keep it listed but closed. It stays on attendees' lists until you delete it.

Click a breakout room to open it:

• Room: Room Name, Status, Type, Topic and Duration.
• Facilitator & session: the Facilitator, and the Parent session the room splits from, picked from the sessions in Program → Agenda Builder.
• Capacity: how many people Assign attendees places in the room. The Auto-assign attendees switch is saved but does nothing.
• Rounds & roster: assignments, the round clock and broadcasts.
• Join & notes: the Join link attendees play, and Notes, which show to attendees under the player.

Breakout rooms aren't linked to an event, so a plan's Selected VOD content never covers them. The list shows each room's topic, type, access, facilitator, Seats (watching now out of capacity) and status. The figures are Rooms, Open, Participants (in rooms now) and Fill, participants out of total capacity.

Breakout rooms that share a Parent session form a round. Open any of them and choose Rounds & roster to run the round for every room in it. Pick the parent session under Facilitator & session first; until you do, the section asks for one.

• Assignment: choose Balanced (spread evenly, the default) or Sequential (fill each room in turn), then Assign attendees. Events places every plan member with an Active membership in the project, up to each room's capacity, and names anyone who didn't fit. The placements are saved on the rooms for your team. Attendees aren't told their room, and can open any breakout room their access allows.
• Round clock: pick 5, 10, 15 or 25 minutes (10 to start) and choose Start round. Stop ends it early. Attendees in any of the round's rooms see the same countdown.
• Broadcast: type a message and choose Send, or press Enter. It appears under From the host in every room of the round, where attendees see the latest 8 messages, newest first.

Each action saves straight away. Attendees' rooms check for a new clock and messages every 5 seconds.

To add a recording, choose Broadcast & On-demand → Recordings & Replay, then Add recording. Only Title is required. Type the Session it captured, like Main Stage · Day 1, and paste its Video URL. New recordings are Draft.

Events doesn't upload or host the video: the recording plays from the link, the same way a livestream room does. To change the link later, open the recording's Video section, paste the new link, and press Enter or click away. It saves then, and a preview plays underneath.

A recording appears under Watch in the members portal once its Status is Published and it has a video link; Processing and Draft keep it out. Recordings have no access setting, so every plan member with an Active membership in the project can watch every published recording. See Members portal.

Click a recording in Recordings & Replay to open it:

• Details: Title, Status (Published, Processing or Draft), the Session and Speaker pickers, Recorded on, Duration (like 42:15), Tags and Description. These need Save Changes.
• Video: the link and a preview.
• Events: select the events the recording came from. The members portal shows the first one's name.
• Sharing: the public replay page.
• Thumbnail: the image on the recording's card in the members portal.

Video, Events, Sharing and Thumbnail save straight away when you change them.

Viewers see the title, the session you typed when you added the recording, the duration, the description and the tags. The Session and Speaker pickers link the recording to an Agenda Builder session and a speaker from Speakers for your team, but neither name is shown to viewers. The typed session can't be changed once the recording exists.

The list shows each recording's session, duration, Viewers (unique viewers in the members portal), Sharing (Public link or Private) and status. The figures are Recordings, Published, Public links and Viewers.

A public replay page lets anyone with its link watch a recording, without signing in or holding a membership. To publish one, open the recording in Recordings & Replay, choose Sharing, and turn on Public replay page. It saves straight away, and the link appears underneath with Copy and Open.

The page plays the video and shows the title, the session typed when the recording was added, the duration, Recorded on, the description and the tags, with a Share button. It ignores the recording's Status, so a Draft recording with the switch on can still be watched. Turn the switch off to close the page: the link then shows Recording unavailable.

Views on the public page aren't counted in the recording's viewer figures. Duplicating a public recording makes a copy that's public too, with a link of its own.

Simulive & On-demand holds pre-recorded broadcasts that, unlike recordings, have access rules. To add one, choose Broadcast & On-demand → Simulive & On-demand, then Add broadcast. Only Title is required. Pick a Mode (Simulive, On-demand or Encore; Simulive to start), paste the Content link and set Access. New broadcasts are Draft.

A broadcast appears under Watch in the members portal while its Status is Available or Premiering and it has a video link, for the plan members its access lets in. Draft, Scheduled and Ended keep it out. Attendees play it from the start whenever they open it: Premiere time and Mode don't schedule or sync playback, so change the Status yourself when the premiere starts and ends.

Click a broadcast to open it. Its sections are Details (Title, Status, Mode, the Session and Speaker pickers, Premiere time, Duration and Description), Video, Access, Event (one event, shown to viewers and used by a plan's Selected VOD content) and Thumbnail. The Captions available switch under Access is saved but adds no captions. Viewers see the title, duration, description, event and thumbnail.

The list shows each broadcast's mode, access, premiere time, Viewers and status. The figures are Broadcasts, Premiering, Available and Viewers. Filter by status or mode.

Livestream rooms, webinars, breakout rooms, recordings and broadcasts all work the same way. Click a row, or choose Edit in its ⋯ menu, to open it, then pick a section from the list beside it.

• Fields wait for Save Changes at the top, which stays unavailable until you change something. Events doesn't warn you if you go back to the list without saving.
• Live, Event, Events, Video, Sharing and image uploads save straight away, along with any unsaved changes elsewhere in the same record.
• Images are shrunk to under 500 KB, and only the teammate who added the record can upload one.
• Duplicate adds a copy named with (copy) at the end, with everything except the image. Attendees whose access allows it see the copy too.
• Delete asks you to confirm first, and a deleted record can't be restored from Events. It no longer shows in the members portal.

Each list shows the newest first. Its figures count every record, whatever the search and filters.

When an attendee can't find a room under Live or a recording under Watch in the members portal, check these in order:

1. They hold an Active membership on an active plan in this project, in Memberships → Members. A ticket on its own doesn't add anything to Live or Watch.
2. They signed in to the members portal with the email on that membership.
3. The item's Access lets their plan in: Free To Watch, their plan selected under Membership, or their plan's VOD content covering it. A purchase or rental price lets nobody in.
4. A recording is Published, and a simulive broadcast is Available or Premiering. Both need a video link.
5. A room hasn't ended: its Ends at hasn't passed and nobody chose End room.
6. For a restricted item, the membership's expiry date and the plan's VOD content period haven't passed.

Live reloads its list each time the attendee opens it. Watch loads when they open the members portal, so they reload the portal to see a new recording.