Tracking Virtual Event Attendance

Attendance tracking in virtual events enables users and business admins to review details about the outcome of a virtual event. Information is captured about the event itself, for example, the event’s start time, duration, and engagement minutes, as well as logistical information, for example, if the event had a practice session containing only internal users.

Information is also captured about each of the event’s attendees, for example, when they joined or left the event, and the IP address of the device used to join the meeting.

Data is stored in remote_meeting__v and remote_meeting_attendee__v records and is available in CRM as it becomes available from Zoom, making it easier for users who review event attendance information to quickly review information about a recent virtual event.

Who can use this feature?

  • Browser Users
  • Users require Events Management and Engage licenses
  • Business Admin Users, Integration Users, End Users

Configuring Virtual Meeting Attendance Tracking for

To configure this feature for business admin users:

  1. Ensure Engage Attendance Tracking is enabled.

  2. Navigate to Admin > Users & Groups > Permission Sets.
  3. Select the appropriate permission set.
  4. Select the Objects tab.

  5. Grant the following permissions:

    Object Object Permission Object Types Fields Field Permission
    em_event__v R n/a
    • engage_webinar__v
    • webinar_status__v
    • start_time__v
    • status__v
    		 Read
    em_event_speaker__v R n/a
    • status__v
    • attendance_type__v
    		 Read
    em_attendee__v R n/a
    • status__v
    • attendance_type__v
    		 Read
    remote_meeting__v R event__v
    • attendance_report_process_status__v
    • latest_meeting_start_datetime__v
    • vexternal_id__v
    • engagement_minutes__v*
    		 Read
    remote_meeting_attendee__v R event__v
    • event__v
    • em_attendee__v
    • em_speaker__v
    • user__v
    • account__v
    		 Read

    * This field is optional.

  6. Grant access to the Engage Platform Process Administration page.

  7. Ensure a page layout is assigned to the event__v object type on the following objects:

    • remote_meeting_attendee__v
    • remote_meeting__v
  8. Navigate to Admin > Configuration > Objects > remote_meeting__v > Object Types > event__v.

  9. Enable the following picklist values of the attendance_report_process_status__v field:

    • retry__v
    • success__v

    Ensure None is the default picklist value for the field.

To configure this feature for integration users:

  1. Ensure the following features are configured:

  2. Navigate to Admin > Users & Groups > Permission Sets.
  3. Select the appropriate permission set.
  4. Select the Objects tab.

  5. Grant the following permissions:

    Object Object Permission Object Types Fields Field Permission
    em_event__v CRE n/a
    • engage_webinar__v
    • webinar_status__v
    • start_time__v
    • status__v
    		 Edit
    em_event_speaker__v CRE n/a
    • status__v
    • attendance_type__v

    Edit
    em_attendee__v CRE n/a
    • status__v
    • attendance_type__v
    		 Edit
    remote_meeting__v CRE event__v
    • attendance_report_process_status__v
    • latest_meeting_start_datetime__v
    • vexternal_id__v
    • engagement_minutes__v*
    		 Edit
    remote_meeting_attendee__v CRE event__v
    • event__v
    • em_attendee__v
    • em_speaker__v
    • user__v
    • account__v
    		 Edit

    * This field is optional.

Tracking Virtual Event Attendance as

Attendance tracking information is stored in four types of records:

  • remote_meeting__v records
  • remote_meeting_attendee__v records
  • em_attendee__v records
  • em_event_speaker__v records

See Engage Attendance Tracking for more information on viewing attendance information.

Information Stored in remote_meeting__v Records

When a virtual event is scheduled, a remote_meeting__v record is created to track the status and outcome of the event.

In addition to the information stored by the Engage Attendance Tracking process, the meeting_outcome_status__v field populates as soon as enough data is available to determine the status. The following values are available:

  • Meeting Not Scheduled – An error occurred while scheduling the virtual event
  • Meeting Not Started – The virtual event was scheduled but never started
  • Meeting Started, Details Not Available – The virtual event started but data is not yet available
  • Meeting with Attendees – The virtual event started and attendance data is available
  • Meeting with Speakers Only – The virtual event started but only speakers joined
  • Meeting with Internal Users Only – The virtual event started with only host or alternative hosts

Even after the meeting_outcome_status__v picklist populates, the attendance_report_process_status__v field remains blank until two days after the event status is closed or canceled. This is to ensure all relevant data is available.

Information Stored in remote_meeting_attendee__v Records

When remote_meeting_attendee__v records are generated and associated with the corresponding attendees and speakers that participated in the virtual event. The following fields populate:

  • account__v – Populates for all records corresponding to attendees who joined via an Engage link. References the account corresponding to the attendee. This field is left blank if the attendee is the host or is a user attendee.
  • attendee_type__v – Populates based on the type of attendee. Available values are:
  • host__v – The primary host
  • alternative_host__v – Team members added as Alternative Hosts
  • external_attendee__v – Account or attendees who joined via Engage or Zoom
  • user_attendee__v – Vault CRM user attendees that are not the primary host or Alternative Hosts
  • speaker__v – Event speakers
  • event__v – References the em_event__v record
  • em_attendee__v – References the attendee that joined
  • em_event_speaker__v – References the speaker that joined
  • user__v – References the Vault CRM user that joined

If a participant is placed within the virtual waiting room and then admitted into the session, the system will track both instances of the join and leave times as two attendance records.

Information Stored in em_attendee__v and em_event_speaker__v Records

When the remote_meeting_attendee__v records are generated for event participants, the following fields on em_attendee__v and em_event_speaker__v records associated with the event are also updated:

  • status__v – Updates to attended__v
  • attendance_type__v – Updates to virtual__v

Related Topics

Engage Attendance Tracking

Hosting a Virtual Event using Engage

Using Alternative Hosts for Virtual Events