Building Events: Schedule
Last updated: March 16, 2021
The Schedule section is where Organizers lay the foundation of their Event's details, including the Registration Page layout, Event type, and more.
Note: Once Organizers have completed the Event Details in the Schedule section, the foundation of the Event has been created. The Event build can be further customized, or Organizers can proceed with the default settings EventBuilder has created.
In this step, Organizers set the following options for their Event build:
- Event Type/Modes
- Meeting Link
- Teams Live Events
- Event Details
- Adding Presenters, Moderators, Organizers
Select your Event type:
Note: Specific Instructions for building In-Person Events can be found here.Layout
To preview a layout, select the 'Click to preview' link below each option. Click the radio button to choose your preferred Layout.
Organizers can choose from three Registration page layouts: Classic, Marquee, and Clean. Classic is set as the default. Organizers can change the layout even after publication if they wish.
Create and save a Teams or Skype for Business meeting in your Outlook calendar. The Teams or Skype for Business link will appear on the lower left of the meeting page in Outlook:
Right click and copy the Teams Event link, then paste the Meeting URL in the required field:
Teams Live Events
Teams Live Events are created from within your Teams client with a unique Attendee join link. EventBuilder's Registration, Security, Data and Reporting are available for use with Teams Live Events. Because a Teams Live Event is broadcast/streaming technology, EventBuilder Streaming and recording is disabled.
Note: Refer to the article "Using EventBuilder with Teams Live Event" for more comprehensive instructions.
To create a Teams Live Event, go to your Teams Calendar, and in the upper right corner click on the drop down menu labeled 'New Meeting.'
Enter the details of your Teams Live Event, then select 'Get Attendee Link' on the 'Invite' screen. The link will be copied to your clipboard.
Enter the Teams Live Event URL in the Meeting URL field shown above. Select 'Let Teams Live Event host my recording' if you prefer your Event recording to be hosted with Teams Live Event. If you prefer EventBuilder host your recording, leave this option unchecked. After your Teams Live Event, you can upload your recording to EventBuilder for hosting.
The options below will appear after the Teams/Skype for Business link has been pasted into Meeting URL field. Next, decide on streaming and/or Event recording.
Essential, Pro, and Suite-level subscribers have the option to record their Events. Also, Suite-level subscribers can elect to use EventBuilder Streaming in a no-download browser, allowing for scale and additional security.
Note: EventBuilder Streaming and Recording are not available for Teams Live Events.
Organizers who select streaming and/or recording should note that this functionality is dependent on the EventBuilder Bot. Be sure to admit the bot from any lobby into the presentation environment.
For non-streamed Teams Events, the following notification will appear regarding Attendee privacy interests:
Give your Event a Title, and, if desired, a Subtitle.
Event Title is a required field, with a maximum of 200 characters. Event Subtitle is optional, with the same 200 character limit. The Subtitle will appear on the Registration Page. In Streaming Mode or On-Demand Mode, the Subtitle appears in the Attendee Console as well.
Next, provide Event details: Date, Time, Time Zone, Event Duration, Duration Display (minutes or hours), and choose if you would like to display the original Event date on the Registration page, after the Event is over. This setting can be changed at any time.
To assign Event Management roles, click on the green '+' highlighted below:
The following window will appear, providing descriptions for each type of role available. To select a User already added to your Portal, enter a portion of their username in the Search field and the system will automatically display matches.
Click 'Select' to choose an existing User, or click on the 'Create New' link. These actions open the Add Event User window where you can add User information.
If the User already exists on your Portal, the E-mail Address field will be pre-filled. Changes made by an Organizer to the User information in this area will only apply at the Event-level. You will be notifed of this with the following confirmation window:
Transcript of text on image: Editing a Presenter, Moderator, or Organizer here will just edit them for this event. If you want to edit the Presenter, Moderator, or Organizer for all events going forward, please go to the Account directly. See your portal's Administrator for assistance.
If the User is new, Organizers will need to add the e-mail address where their User will receive Event access information. Organizers can then add User details, including a photo and bio. The Bio area includes a full-featured HTML editor.
Changes made to User information at the Event-level will only apply to the specific Event the User is added to. To make a Portal-wide update to a User's information.
Navigate to bottom portion of the Add Event User window and select the following options:
Role: Presenter, Moderator, or Organizer:Display Order: For Events with multiple Presenters/Moderators, choose the order each Event User will appear.
Display Presenter info on Reg Page: This option is helpful if your Event includes a Presenter who will draw Registrations.
When to send access granted email: Presenters/Moderators/Organizers receive an email with Event access information. Select when they receive their access email from the following: Send now, Send 1 hour before Event, Send now and 1 hour before Event, Do Not Send.
Presented/Hosted By: If you have opted for your Presenter/Moderator/Organizer to be displayed on your Registration Page, select your preferred Label Text option from the dropdown menu:
Click 'Save' to return to the main Schedule window.
You can add additional Event Users, reorder display, resend access emails, as well as edit or delete Event Users as needed: