How it Works
Meeting Mojo’s Video features turn your event digital by replacing real-world meeting places and conference rooms with video connections that enable fully-private meetings as well as live presentations available to all your attendees.
Meeting Mojo Video is instantly available on all platforms where it is activated. Unlike most other digital applications, there is no requirement for your attendees to download anything, nor will their personal contact details be shared with any third party.
All Video features are automatically available on all new Meeting Mojo accounts. Set up your event according to our Quick Setup Guide as you would for a regular, in-person event. If you do not see the video icon on your event Dashboard, please contact us to request activation.
Please note that there is an additional cost if you do use a Video feature. Check here for updated video prices.
Live Streaming Sessions with optional Recording
Breakout Sessions with optional Recording
How to set up a Digital Event
Follow the same steps as you would to set up an in-person event, but take into consideration the features itemized below to fully digitalize each element of the event.
Timezone Assistant
Your attendees will likely be logging in to Meeting Mojo from different timezones. The in-built Timezone Assistant will automatically display each meeting's start and end dates and times in each attendee’s local time, based on their device settings.
To activate the Timezone Assistant, enter the timezone of your event. This can be done via the Setup page on Admin: click Event at the right of the page, then use the Timezone dropdown to select the closest city with the same local time as your event.
You can also set the local time of your event in the first step of the Setup Wizard (purchased events only).
Video Chat for 1:1 meetings
Meeting Mojo includes a Video Chat feature that enables meetings to take place online via video and instant messaging. This is currently automatically available and does not require any configuration changes or downloads. The feature includes screenshare so your attendees can display collateral such as slide decks and message one another using our instant messenger. Video is available from the moment the meeting is confirmed, enabling attendees to test their connection and rehearse meetings beforehand. Each meeting also has a Chat window that enables meeting participants to exchange messages before, during and after their meeting. If 2 or more participants are on the chat window at the same time, it becomes an instant messaging feature. If not, messages will be sent via email to participants who are not online. Message threads remain in place unless the meeting is cancelled.
Tips for providing Video Chat 1:1 meetings:
- Instead of adding tables or booths, add a series of Virtual Meeting Rooms. See our article Adding Meeting Locations.
If your attendees work in different timezones, consider extending the range of timeslots to make it easier for them to find convenient meeting times. See our article Adding Meeting Timeslots.
You can also give attendees the option to add their own virtual meeting place by switching on the User-define Meeting Place feature via the Setup tab. Meeting participants can add their own link to an external virtual meeting application, such as Zoom, GoToMeeting, Webex, Teams, Meet, etc. They can insert this at any time after the request has been sent. If you want to use this feature as the only digital option, please send us a request to switch off the Video feature on your event.
Contact your most important attendees and offer to walk through their Video Chat ahead of their actual meetings. You can join any meeting via a participants Schedule page, which you can access via the Attendees tab on Admin.
IMPORTANT: Video Chat works perfectly on all popular, up-to-date internet browsers on PCs and laptops. However, your attendees will use a great variety of internet connected devices, and browser versions, to interface with your digital event. To assist them, we provide a downloadable Video Chat tutorial that shows them how to test their Video Chat connection prior to their 1:1 meetings, and fix any issues that may arise. We recommend that you place this link as widely as possible around your Meeting Mojo site (Homepage, content pages, schedule page and email templates), to make sure your attendees get the most value from their Video Chat meetings.
Sessions
Meeting Mojo supports video communications for live streaming with unlimited audiences, as well as ‘breakout’ sessions with several participants contributing via video chat. Both types of session come with the option of live chat communication for comments, questions and information exchange, or a link-out to your prefered third party application, such as Zoom, GoToMeeting, Webex, Teams, Meet, etc.
To start using Sessions, set up your agenda by following the directions in our article: Setting up Sessions.
Live streaming presentations/panels
Use the Sessions module to convert agenda items such as Plenary talks and Panel Discussions into live streamed video that can be watched by your attendees via their Meeting Mojo login account. There are 2 digital options: Meeting Mojo Video Chat, or external, third party video streaming.
Set up your live streaming sessions and add speakers/panelists
For each live streaming session, select ‘Moderator only’ in Video selection field before saving.
Check the Chat box to add a chat window for attendees to send comments and questions before, during and after the session.If you want to limit participation, check the ‘Bookable’ checkbox and set an attendee limit. This number needs to include your speakers.
Save.Make sure our speakers/panelists are on the system. If they are not, see our article: Add Attendees One by One.
Now add your speakers/panellists to the Session. Click on the name of the Session.
Go to the ‘select attendees’ dropdown and type the name of your speaker.
Click on the speaker, then confirm and select ‘Host’
External, third party video streaming
- For each live streaming session, select ‘Off’ in Video selection field.
- Add your Zoom, GoToMeeting, Teams, Meet or other link to the Location field. If these require a password, you can add this to the Location field as well.
Example: https://zoom.us/j/97-69-754-5 (Password = abc456xyz)
NOTES:
- You do not need to add the external link immediately, it can be left until the last minute if required
- When you add a link, it will be displayed on the Sessions page, the Session View and in individual schedules if an attendee signs up to the Session.
Inform and train your speakers/panellists
You and your speakers can test the live streaming session at any time prior to your event when using the built in video chat. Arrange a time when you will all log in and rehearse the session.
Speakers (Hosts):
Should use their login details to access the platform, and go to the relevant session on the Sessions tab
Then follow the device test and video call joining directions in the Video Chat Tutorial
Speakers are labelled ‘Publishers’ (top left of the video pane)
Moderator:
Join via Admin: go to the Sessions tab
Click the name of the Session (not the Edit link)
At the right of the page, click Attendee View
Join the video
Moderators are not counted in the full tally of Session participants
Audience:
Try to get at least one attendee to join as an audience member
They should log in and open the Session and click Start in the same way as the Speakers
Audience members can only view the video. They are labelled Subscribers (top left of the video pane)
Record your live-streamed sessions
Recording is available on all sessions. The record button appears at the bottom right of the video frame once at least one Publisher has joined. The recorded video automatically links to the Session page about a minute after you stop recording.
Encourage interaction before, during and after the session
Attendees can type comments and questions into the Chat board at any time. A list of all visitors to the Session can be found on the Participants tab. Click a name to visit their online profile and send a message or book a 1:1 meeting.
Breakout/workshop sessions
Use sessions to create a more intimate discussion environment for small groups. Set up your agenda by following the directions in our article: Setting up Sessions. You can create 2 kinds of breakout sessions: open, and private. All sessions include a choice of 2 digital options: Meeting Mojo Video Chat, or external, third party video streaming.
Open Session
An open session can be accessed by all attendees. You can make it available to all comers, or set a limit on numbers.
Private Session
A private session is not displayed on the meeting platform. Private sessions are usually used by managers to set up meetings or discussion groups between pre-selected attendees. The sessions appear in the selected attendees’ meeting schedules, and you can also send them a link to their session. Only the selected attendees can access the session. As a Manager, you can also join the session to moderate it.
To make a Session Private, check the 'Hidden' box when creating the session. This will create a private link that you can access via the Session View page to copy and send to participants. Click on the Session name within the list to access the private link.
All sessions include a choice of 2 digital options: Meeting Mojo Video Chat, or external, third party video streaming.
Set up your live streaming sessions and optionally add your speakers/panelists
For each live streaming session, select ‘All attendees’ in the Video selection field.
If required, check the Chat box to add a chat window for attendees to send comments and questions before, during and after the session.If you want to limit participation, check the ‘Bookable’ checkbox and set an attendee limit.
Save.You can now add the session participants, if required. Return to the Sessions tab and click on the name of the private session.
Go to the selection box and type in the name of a participant, then add them to the list. the Session will now appear in their online personal Schedule.
Attendees will join the Session by clicking the Start button in the session’s video pane and following online directions.
Recording is available on all sessions. The record button appears at the bottom right of the video frame once at least one Publisher has joined. The recorded video automatically links to the Session page about a minute after you stop recording.
External, third party video streaming
- For each live streaming session, select ‘Off’ in Video selection field.
- Add your Zoom, GoToMeeting, Teams, Meet or other link to the Location field. If these require a password, you can add this to the Location field as well.
Example: https://zoom.us/j/97-69-754-5 (Password = abc456xyz)
NOTES:
- You do not need to add the external link immediately, it can be left until the last minute if required
- When you add a link, it will be displayed on the Sessions page, the Session View and in individual schedules if an attendee signs up to the Session.
On-demand videos
You can make available pre-recorded videos on your Meeting Mojo platform in 2 ways:
As part of company/attendee profiles in the search and booking lists
Add a ‘IFRAME’ custom field type to company or attendee profiles. See our article: ---
Attendees can paste Embed codes from popular video platforms such as Vimeo, Dacast, YouTube into this type of field. Videos will display within a limited frame within their profile, or can be expanded to full screen display.
On a dedicated content page or with the Sessions module
Meeting Mojo content pages, and Session Abstract/Description areas are highly customizable. With some knowledge of HTML, it is straightforward to add embed codes to display videos. You can also add descriptive text around the video frame. See our article on Customizing Content.
NOTE: Pre-recorded videos must be stored on a robust, 3rd party delivery platform. Meeting Mojo does not support the storage or conversion of video files.
Managing a digital event
The Event admin area (dashboard) enables administrators to view progress of digital events, and intervene on video or messaging chats if attendees need help. Click here to learn more about booking on behalf of an attendee.
Meeting Status Board
The Meeting Status Board is an accurate way to review all of the video meeting status for your event. On the day(s) of the event the status board enables you to view all the meeting time slots. Click the links on the left to view activity on each meeting slot. Click on the current meeting slot to view ongoing meetings. You can also overview the success of past meeting slots.
Video Chats that are ongoing have a green background, those that are completed will have a blue background. Meetings with a white or light grey background either took place via an external platform of the participants’ choosing, or did not take place at all.
Note that if you have applied Calendar mode to your platform (Auto-Select is switched off on the Setup page), Unconfirmed meetings are not supported by Video Chat even though they appear in the Status Board.
Joining a Video Chat as an administrator
On the Meeting Status board click on the meeting you wish to view/join and it will automatically open the meeting page. Click Start, then Join the Call. Allow access to the camera and microphone. Your name will show as ‘Administrator’. You can also use the instant messenger pane to message the meeting participants without interrupting their Video Chat.
Alternatively, find the attendee you need to help via the Attendee tab. Enter their last name in the Filter to do this. Next, click their Schedule link and find the specific meeting.
Event Reports
The Video Chat Analytics report can be downloaded post event along with a number of other reports. More information about reports can be found here.
Time Zone Assistant
Note that whichever attendee’s meeting list you are looking at, it can only display your local time equivalent and not that of the attendee. Find out where your attendee is located before assisting them.
Troubleshooting and Helping attendees with Video Chat
How does an attendee join a video chat meeting?
On the day(s) of the meeting attendees will simply need to:
1. Go to their Schedule or Meetings page
2. Click the link on the next meeting
3. Click Start, then Join the Call. Allow access to the camera and microphone.
Not working? Attendees can check their Connections following these steps:
How to check a Video Chat Connection
1. Click Start within the Video Chat pane.
2. attendees will see a daisy wheel rotating in the middle of the pane, and a pop-out notification at the top edge of the browser asking for access to their camera and microphone. attendees need to make sure that they can connect to the Video Chat service. This will make it easy and quick to join meetings.
How to grant access to the camera and microphone
If a user has more than one camera or microphone, they need to select the ones they usually use. If they click Don’t Allow or Block, they may need to unblock this site in your browser’s Site permissions setting. Always click Allow Your Video Chat Connection If you have connected successfully, you will be able to see yourself in the video pane. Adjust your camera and position for optimal viewing.
How to check that you can share your presentation or another screen
Video Chat includes Screen Share, so attendees can display their slide deck or other collateral during your meeting. Please note Screen Share is not currently supported on mobile devices
Check Screen Share
1. To test Screen Share, click the square icon within the Video Chat controls at the lower edge of the video pane.
2. The browser will ask the user to select a screen to share, via a dropdown or popup notification.
Video Chat Back up plan
The internet is not infallible and connections can fail. We have some alternative ways of connecting attendees.
1. The Instant Messaging Service can be used so attendees can contact their meeting partner/s at any time before, during and after the meeting. They can include any contact details that they are willing to use for the meeting. Meeting partner/s will receive messages even if they are not online.
2. attendees can enter their own meeting joining details. These can be changed at any time*. attendees can add their preferred virtual meeting location, or link each meeting to a dedicated external web conference, e.g., Zoom, GoToMeeting, Skype, etc. *Applies only to confirmed meetings.
If your questions about video chatting have not been answered in this article, please visit our dedicated Video Chat article.