Event Meetings can be virtual or on-campus, and events for both types of locations have the same scheduling process. Like an office meeting, an event meeting is scheduled for a single moderator and is associated with a specific group. A virtual event will be held in the moderator’s virtual event space. An on-campus event would be scheduled for one of the group’s locations. Locations are added to a group by a group administrator. A scheduled event will appear on the moderator’s schedule on the group’s calendar. The event details and attendance will also be included in the moderator’s Event Report and the group’s Classroom Report.
It’s important to recognize that the ConexED Virtual Space for Event Meetings was previously named “Classroom” so that terminology still exists on some reports and areas of the platform. Both the new Virtual Space and former Classroom refer to the same video platform. Additionally, on some forms and buttons, events may be referred to as “Workshops.” ConexED is updating the terminology and user interface across the platform, but this is being done in phases and in coordination with our partner institutions so as to not disrupt any user’s experience.
On the calendar, events appear in the color associated with their location. The color for an on-premise (in-office) location is customized in the group settings. For example, the 3:00 p.m. meeting in Figure 1 displays an in-office location color. The color for a video event, like a video meeting, is orange as shown in the 7:00 p.m. event scheduled on the calendar in Figure 1. Events are not dependent on a user’s office hours, so notice in Figure 1 that the event is scheduled outside the user’s office hours, which are indicated by the light gray shading.
Event Meeting on the ConexED Calendar
When to Schedule Event Meetings
The ConexED Virtual Space can hold up to 100 attendees. For on-campus events, the maximum number of attendees or technically, the maximum number of registrants, is 1,000. The ConexED Virtual Space for Event Meetings is equipped with breakout rooms and polls in addition to meeting tools that include the following:
- Chat: Group and private
- Document library
- Document signing
- Document sharing including slide, presentation, and image conversion to pdf for sharing
- Google Drive integration
- Screen sharing
- Whiteboard and whiteboard overlay for drawing, adding text, shapes, and more.
- Save whiteboard as a pdf or image
- Recording capable
In a virtual event meeting, there can be one to three moderators. Attendees have a chat tool to communicate in the main room of the virtual event. In the breakout rooms, attendees have chat plus they also automatically have access to their microphone and webcam. Fifteen or more people can use audio and video at one time in a breakout room, and there can be 30 or more breakout rooms, all with the same audio and video capabilities.
Some Examples of Event Meetings
- Instructional webinars
- Group advising meetings
- Study sessions
- Course seminars
- Probation information sessions
- Department meetings
For a small group meeting of ten or fewer people in which all need audio and video in the main room, the virtual office is more ideal than the event space. The virtual office is also the better choice for small group and private one-on-one meetings in which each attendee or student requires appointment details with notes and reason codes.
How to Add an Event to the Calendar
Front Desk Agents and other group users can create virtual events for other users within the same group. The moderator will be the user whose calendar lists the event.
Step 1. Select Moderator, Day, and Time
Locate the user on the calendar, and click on the desired day and time the event will begin. Drag the selected start time to the time it will end. The example in Figure 2 shows that Emilia Sweet is going to be the moderator, and the event will be on July 8, from 5:00 to 6:00 p.m. You can also simply click the calendar and edit the start and end time when you get to Step 3.
Click the Calendar on the Intended Moderator’s Schedule Where the Event Is To Be Added
Step 2. Open Event Creation Tool
When the Event Creation window opens, click “Create Workshop” as shown in Figure 3.
Click Create Workshop on the Event Creation Dialogue Box
Step 3. Complete Event Information Form and Save Event to the Calendar
Complete the Create Event form fields and click the Create Workshop button to save it to the calendar as shown in Figure 4. The form fields include Start Time, End Time, Time Zone, Meeting Location: Video or In-Office, Event Title, and Event Description.
Click Create Workshop Button to Save the Event to the Calendar
The new event will now be on the calendar as shown in Figure 5. Click the event to open and view the Appointment [Event] Details and manage the attendance.
Event on the Calendar.
Accessing the Event Details
Open the event details by clicking the event on the Calendar. For Front Desk Agents, an Appointment Details window like the one in Figure 6 will open with a button for editing the Classroom Attendance. For the Faculty/Staff moderator, an Appointment Details window like the one in Figure 7 will open with additional buttons to Edit the Classroom and Cancel the Classroom. The examples in Figures 6 and 7 are from two different events but show the different buttons for the different user roles. Below the figures, you will find descriptions of the Appointment Info on the Appointment Details window.
Appointment Details for Front Desk Agent
Appointment Details for Faculty/Staff Moderator
Appointment Info Descriptions
- Counselor/Staff Members: The scheduled moderator for the event.
- Appointment Location: Indicates if the location is the virtual event space (“video classroom”) or an on-campus location.
- Scheduled Start Time: The date and time the event is scheduled to begin.
- Scheduled End Time: The date and time the event is scheduled to end.
- Appointment Created At: The date and time the event was created.
- Event Status: The number of seats available based on the number of registrations and the limit set for the number of guests. This option is available to the moderator on the Edit Classroom page shown in Figure 8.
- Appointment Subject: The event description provided on the Create Event window.
- Appointment Type: Indicates whether the event is video, telephone, or in-office (on-campus).
- Actual Start Time: The time the event actually begins based on when the Start Time button is clicked for an on-premise event or when the moderator enters the video classroom.
- Actual End Time: The time the event actually ends based on when the End Meeting button is clicked for an on-premise event or when the moderator exits the video classroom.
- Appointment Created By: The user who added the event appointment to the calendar.
- Edit Classroom: The moderator and added facilitators can edit the event information, limit the number of guests, and add a registration form as shown in Figure 8.
- Cancel Classroom: The moderator and added facilitators can cancel the event.
- Edit Classroom Attendance: The Front Desk Agent, moderator, or added facilitators can open the attendance page like the one shown in Figure 9 to invite attendees, see the names of those who have registered, and add additional facilitators who can also edit the attendance and the event details.
- Enter Classroom Meeting: The Enter Classroom Meeting button is an access point for entering the virtual event space once it begins. If the event hasn’t begun, that button will open the event registration page as shown in Figure 10 with the event information and the countdown until the event start time.
Edit Classroom: Limit Number of Guests
Edit Attendance Page: Add Meeting Facilitators
Event Registration Page URL
Students can self-register for an event on the Event Registration Page. Every group in ConexED has its own event listing URL, which is available in the group settings and is accessible to those with a Group Manager role and above in ConexED.
The template for the Event URL is the following:
Begin the URL with https:// and substitute “school” with the name of your institution as it appears in your institution’s craniumcafe URL. Substitute “group-name” with the name of the group associated with the user who is moderating the event. Figure 11 shows an example of the Event Registration page.
Workshop Registration Page