Overview of Functionality Overview This feature enables Event Organizers to plan Schedule and execute virtual events including attendees and speakers up to 300 participants This functionality replaces ID: 917504
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Slide1
Events Management
Engage for Events
Slide2Overview of Functionality
Slide3Overview
This feature enables Event Organizers to plan, Schedule and execute virtual events, including attendees and speakers up to 300 participants
This functionality
replaces Engage Webinar. Customers can leverage their existing Engage Meeting licenses for Virtual Events. Events Management is requiredBusiness JustificationUsing Engage Meeting for Events enhances the level of interactivity with the attendees and it eases the administration and the licensing of the product
Hosting a Virtual Event using Engage Meetings
Slide4Platforms
Virtual Events is available in the following platforms depending on the Role
Host
: The Event is hosted in Veeva CRM on iPad or OnlineSpeakers: They join the event from the Windows HCP applicationAttendees: They join the event through any HCP attendee app or using the web client. Same experience as with Engage Meeting
Hosting a Virtual Event using Engage Meetings
iPad or Online
Host
Windows HCP app for Desktop/Laptop
Speakers
HCP attendee apps / web client
Attendees
Slide5Hosting a Virtual Event using Engage Meetings
Virtual Events
Schedule the Event
Send Invitations
Host the Event
Schedule
the Event so the links to join the event are generated for speakers and attendees
Send the
invitations
to the event (+300) using Approved Email. Distinct links are generated for speakers and attendees. Take advantage of the native
RSVP
feature
Start the meeting (up to 300 attendees and speakers) and handle the
waiting room
. Share
assets by sharing
the desktop and allow speakers to share content. Optionally record the session and automatically store it in Vault
Slide6Scheduling
The Virtual Events are scheduled by opening the Event Page and clicking on the “Schedule Engage” button
After scheduling the Status field changes to “
On_vod”
Hosting a Virtual Event using Engage Meetings
Sending Invitations to a Virtual Event
Invitations are sent using Approved Email in a similar way as it is done in Engage Meetings
A ”Send” button appear once the Event is successfully scheduled navigating the host to Approved Email for Events interface
Approved Email tokens should be included in the email templates both for Attendees and Speakers:
Attendees: {{EM_Attendee_
vod
__c.Webinar_Participant_URL_
vod
__c}}
Speakers: {{EM_Event_Speaker_
vod
__c.Webinar_Panelist_URL_vod__c}}RSVP feature is available, so the Attendees and Speakers can confirm their attendanceIt changes the Event Attendee Status fieldThis is a standard feature in Approved Email for Events
Slide7Hosting a Virtual Event
The host starts the Virtual Event by clicking the “Start Engage” button
Note that the hosts can share content by sharing their desktop, however they cannot share CLM content
Hosting a Virtual Event using Engage Meetings
Slide8Waiting Room
The Waiting Room is automatically on, so attendees and speakers can not enter the Virtual Event before the host is ready
Hosts can disable it once the Virtual Event has started
Hosts receive a message each time an attendee or speaker enters the waiting roomHosts can “Admit” the participant in the “Participants” button
Optionally, the host can select “Admit all” to admit all waiting attendees if there are multiple attendees in the waiting room
Hosting a Virtual Event using Engage Meetings
Slide9Recording a Virtual Event
Hosts can record a Virtual Event for further use such as training, marketing or auditing purposes
Recordings are stored in Veeva Vault automatically
The created binder is named after the name and date of the event. The location of the created binder stamps in CRM on the Vault_Binder_Path_vod field on the EM_Event_vod recordIf the host pauses the recording and restarts it again, multiple recordings are generatedRecording a Virtual Event is optional and it requires extra configuration steps including connecting with Vault
PromoMatsRecording DisclaimerThis is an optional setting. Attendees are warned that the meeting is being recorded so they can decide to continue with the event or otherwise leave the meeting
Hosting a Virtual Event using Engage Meetings
Slide10Engage Version Comparison
Feature
Engage for Call
Engage for Events
Capacity50300Audio Sharing
Available to Host, AttendeesAvailable to Host, Speakers, AttendeesVideo Camera Sharing
Desktop Sharing
Chat/Private Chat
X
X
Password Required
X
X
Cloud Recording + Disclaimer
X
Waiting RoomXApproved Email InvitationsXXApproved Email RSVP StatusXOutside Territory Support
XCLM Content SharingXAttendance TrackingXXView Participant ListHost, AttendeesHost, Speakers, Attendees
Slide11Considerations
Slide12Considerations
This functionality replaces Engage Webinars
Previously scheduled webinars can still be managed and hosted, but can not be scheduled.
Orgs previously configured for Engage Webinars are not automatically configured for virtual events and must build out the functionalityAdmins can no longer create Engage Webinar user groupsVirtual event users are added as Engage Meeting user groupsExisting Engage Webinar user groups cannot be accessed or modified
Slide13