Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/VirtualEvents/HostingVirtualEvents.htm

## Hosting a Virtual Event using Engage

Event organizers can host virtual events using Engage. This enables event organizers to plan and schedule virtual events just as they would in-person events, enabling attendees to join the meeting using [HCP Attendee apps](../../Multichannel/Engage/Meet/JoinEngageMeeting.htm).

**Who can use this feature?**

* End Users - Browser, CRM Desktop (Windows), iPad
* [Scheduling Virtual Events](#Scheduli)
* [Generating Participant URLs for Virtual Events](#Generati)
* [Starting Virtual Events](#Hosting)
* Event Attendees - Supported HCP Apps
* [Joining Virtual Events](#Joining)
* Event Speakers Users - Browser, CRM Desktop (Windows)
* [Joining Virtual Events](#Joining)
* Users require Events Management and Engage licenses

### Configuring Virtual Events for

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To configure this feature:

1. Ensure the following features are configured:

   * [Configuring Events Management](../Configuration/Config.htm)
   * [Configuring Engage Meeting](../../Multichannel/Engage/ConfiguringEngage/ConfigureEngageMeeting.htm) – Configure end users and assign to Engage Groups
   * [Engage Attendance Tracking](../../Multichannel/Engage/Meet/AttdTracking.htm)
2. Navigate to **Admin > Users & Groups > Permission Sets** and select the appropriate permission set.
3. Select the **Objects** tab.
4. Grant the following permissions:

   | Object | Object Permission | Object Types | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | em\_event\_\_v | CRE | n/a | * assigned\_host\_\_v * engage\_webinar\_\_v * status\_\_v * webinar\_status\_\_v * webinar\_error\_message\_\_v * webinar\_error\_datetime\_\_v | Edit |
   | em\_event\_speaker\_\_v | CRE | n/a | * webinar\_panelist\_url\_\_v * webinar\_panelist\_id\_\_v * first\_name\_\_v * last\_name\_\_v * speaker\_name\_\_v | Edit |
   | speaker\_formatted\_name\_\_v | Read |
   | em\_speaker\_\_v | CRE | n/a | * first\_name\_\_v * last\_name\_\_v * name\_\_v | Edit |
   | speaker\_formatted\_name\_\_v | Read |
   | em\_attendee\_\_v | CRE | n/a | * webinar\_participant\_url\_\_v * webinar\_participant\_id\_\_v | Edit |
   | remote\_meeting\_\_v | CRE | event\_\_v | * assigned\_host\_\_v * description\_\_v * event\_\_v * latest\_meeting\_start\_datetime\_\_v * meeting\_id\_\_v * meeting\_name\_\_v * meeting\_outcome\_status\_\_v * meeting\_password\_\_v * name\_\_v * object\_type\_\_v * scheduled\_datetime\_\_v * scheduled\_\_v * vexternal\_id\_\_v | Edit |
   | remote\_meeting\_attendee\_\_v | CRE | n/a | * em\_attendee\_\_v * em\_event\_speaker\_\_v | Edit |
   | user\_\_sys | R | n/a | * remote\_meeting\_host\_id\_\_v * remote\_meeting\_host\_token\_\_v | Read |
5. Navigate to the **em\_event\_\_v** object in the selected permission set.
6. Grant **Execute** access to the following object actions for the appropriate object types:
   * Schedule Engage
   * Start Engage
7. Ensure all appropriate end users are licensed to use Engage and have all appropriate [Group Meeting Permissions](../../Multichannel/Engage/ConfiguringEngage/GroupMeetingPermissions.htm).
8. Navigate to **Admin > Configuration > Objects > em\_event\_\_v > Object Types**.
9. Ensure all values of the **webinar\_status\_\_v** picklist are marked as available on all object types used for virtual events.

   ![](../../../Resources/Images/Events/VirtualEvents/HostingVirtualEvents5.png)
10. Navigate to **Admin > Configuration > Objects > em\_event\_\_v > Layouts** and edit the appropriate layout.
11. Add the **webinar\_status\_\_v** field to the layout.
12. Navigate to **Admin > Configuration > Objects > em\_event\_\_v > Object Types** and select the Actions link.
13. Select **All Actions (...) > Edit Object Type Actions** and select the following check boxes for the appropriate object types:
    * Schedule Engage
    * Start Engage

### Scheduling Virtual Events as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To designate an event as virtual, navigate to the appropriate event and select the Schedule Engage button in the All Actions menu. This button displays for selection when the following requirements are met:

* The current user is a licensed Engage user
* The event’s assigned\_host\_\_v field is blank
* The event’s webinar\_status\_\_v field is off\_\_v, failed\_\_v or blank

![](../../../Resources/Images/Events/VirtualEvents/HostingVirtualEvents.png)

After selecting Schedule Engage, participant URLs generate for all existing Event Speakers and Event Attendees. Additionally, webinar\_status\_\_v field updates to on\_\_v and creates a corresponding remote\_meeting\_\_v record with an object type of event\_\_v.

### Generating Participant URLs for Virtual Events as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

End users can generate attendee and speaker participant URLs for all child events linked to a parent virtual event when using Event Templates in conjunction with virtual events. When used in conjunction with an automated Data Loader process, this enables easier planning and execution of large virtual events, as it enables teams to share and invite child virtual event attendees to a single virtual session.

When em\_attendee\_\_v or em\_event\_speaker\_\_v records are added to a virtual event, a participant URL is automatically generated and stamped onto the webinar\_participant\_url\_\_v or webinar\_panelist\_url\_\_v fields, respectively.

#### Data Loading Attendees and Event Speakers

Participant URLs are generated when attendees and event speakers are data loaded to a virtual event. The engage\_provisioning\_status\_\_v picklist on both the em\_attendee\_\_v or em\_event\_speaker\_\_v objects indicates the status of the Participant URL generation. If the URL generation is successful, the engage\_provisioning\_status\_\_v picklist automatically updates to success\_\_v.

The engage\_provisioning\_status\_\_v picklist also has the following values to help organizers determine any errors that occur during the generation process:

* missing\_name\_\_v – An error occurred due to the record not having a defined first or last name
* request\_failed\_\_v – The server could not generate a Participant URL

To retry an unsuccessful URL generation after addressing any errors, update the engage\_provisioning\_status\_\_v picklist to retry\_request\_\_v.

If attendees or speakers are deleted or removed from an event via the data loader, their associated Participant URLs are cleared.

Attendees and event speakers added to an event via data loading do not have to be associated with an existing user or account in Vault CRM.

### Starting Virtual Events as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To start a virtual event via Engage:

1. Navigate to the appropriate event.
2. Select the **All Actions** menu.

   ![](../../../Resources/Images/Events/VirtualEvents/HostingVirtualEvents3.png)
3. Select **Start Engage**.

During the virtual event, hosts can perform the following actions:

* Mute/Unmute their own audio – If the host is not connected to the audio, the Join Audio button displays. Hosts can select this button to choose how to join the virtual event audio.
* Start/Stop their video
* Share Content – The types of content that can be shared varies based on the platform:
* iPad
* [Screen](../../Multichannel/Engage/Meet/HostScreenshare.htm) – Displays everything on the host’s device to attendees, including iOS notifications, the Meeting Controls Menu, other parts of CRM, and other applications.

  While audio and video can be played through the host's device, this functionality is not supported by Apple. Content creators should thoroughly test audio and video content before displaying content to attendees.
* Bookmark
* Photos
* Browser
* Desktop
* Security – This button only displays when the event is hosted on the Browser platform and enables the following actions:

  The options are available on the iPad by selecting the More menu.
* Lock Meeting – Disables additional attendees from joining the event
* Enable Waiting Room – See the [Waiting Room](#Waiting) section for more information
* Allow attendees to share their screen
* Allow Chat
* Allow attendees to rename themselves.
* Participants – Displays the video and audio status of each attendee. Additionally, if the attendee selected the Raise Hand button, a raised hand icon displays next to their name. From this list, hosts can perform the following actions:
* Mute/Unmute an attendee
* Remove from event
* Ask to Start Video/Stop Video
* Chat – Does not display if chat is disabled
* Mute/Unmute all attendees
* End Meeting

![](../../../Resources/Images/Events/VirtualEvents/HostingVirtualEvents4.png)

#### Using the Waiting Room

The Waiting Room is a feature that enables the host to prevent attendees or speakers from entering a meeting before the organizer is ready.

When an attendee or speaker enters the event, a message displays to the host.

To let attendees into the meeting:

1. Select the **Participants** button.
2. Select the appropriate attendee.
3. Select **Admit**.

Optionally, the host can select **Admit All** to admit all waiting attendees.

The Waiting Room is automatically enabled for all virtual events. Event organizers can disable the waiting room by selecting Security, then deselecting Enable Waiting Room.

On the iPad platform, Enable Waiting Room is in the More menu of the Meeting Controls Menu.

### Joining Virtual Events as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Event Attendees](#)

Attendees of virtual events can join using any of the [supported HCP apps](../../Multichannel/Engage/Meet/JoinEngageMeeting.htm).

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Event Speakers](#)

Speakers can join by using the Engage Web Client on [any supported browser](../../Multichannel/Engage/Meet/JoinEngageMeeting.htm#Joining3) or by using the CRM Desktop (Windows) Engage App.

![](../../../Resources/Images/Events/VirtualEvents/EngageConnectSpeaker.png)

#### Screen Sharing

Speaker Screen Sharing is enabled by default. If Allow Attendees to Share group permission is enabled, attendees are able to share screen. It is available on the following browsers:

* Chrome – Version 72 or later
* Firefox – Version 66 or later
* Edge – Version 17 or later

Once a speaker is admitted into the virtual event by the host or [alternative host](AltHosts.htm), the speaker or attendee can select Share Screen to start presenting their slide deck.

When sharing via the Web Client, speakers should start presentation mode on their slide deck first or share their entire desktop to ensure the speaker can advance the slides.

### Related Topics

[Managing Event Attendees](../Attendees/Attendees.htm)

[Engage Overview](../../Multichannel/Engage/Overview.htm)

[Hosting Virtual Events Using Zoom Meetings](ZoomMeetings.htm)