Importing Virtual Session Details for Attendee Hub

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Cvent allows you to import the video details for up to 500 sessions at a time by pulling the required information from a spreadsheet you upload. Using the import, you can efficiently configure almost all virtual sessions without adding the video details to sessions individually.
NOTE: Video details for live stream sessions using Cvent Streaming Toolcollaborative sessions using Cvent Video Conferencing, or simulated live sessions cannot be created or updated using the import.

1 Add your sessions. Before you can import video details, you'll need to add all of your sessions individually or import them in bulk.

2 Access the Virtual Session Import. After selecting your Flex event, from the left-hand navigation, click Agenda, then Session List.

 
NOTE: This content was created for the New Experience. If you haven't already, click Switch Now at the top of your account to follow these steps.

Hover over Actions and click Import Virtual Session Details.

Import Video Details
 
NOTE: Make sure "Will any part of your event be virtual or have a live stream?" is set to Yes under General > Event Information. Otherwise, you will receive an error when you import the file.

3 Download the sample import file. Click Download a file.
 
Download Import File

The sample import file will download automatically. Save the file, then locate it on your computer or network. Right click the file, hover over Open With, and select Microsoft Excel.

4 Download the list of existing session IDs. Back in Cvent, click Download a list of session ID's.

 
Download Session IDs

The Session ID list will download automatically. Save the file, then locate it on your computer or network. Right click the file, hover over Open With, and select Microsoft Excel.

Locate the Session IDs for the sessions you want to import video details for. Keep them handy. You'll use them in the next step.

5 Prepare your data. Return to the sample import file opened in Excel. The first row of the template includes the column headers. Do not delete, edit, or rearrange any of these columns.


Copy and paste the relevant Session IDs you identified in the previous step into the session import template.

Next you'll need to enter the general setup details for your session. These fields are listed below, along with the accepted import options:
  • Is this a live or pre-recorded session? - Live, Pre-Recorded, None
  • Session Type - Collaborative, Live Stream

Based on the type of session you're configuring, reference the additional guidance for setting up your import file below. ​​​

Pre-Recorded Sessions
  • Fill out the Video Player column with one of these options: Cvent Video Player, Brightcove, Vimeo, or Link to external video. If you're using Brightcove as your Video Player, you'll also need to fill out the Video ID column. If you're using a link to an external video, you'll also need to fill out the Recording URL column and, if applicable, the Recording Password column.

Third-Party Collaborative
  • For third-party collaborative sessions, fill out the Platform Name column with one of these options: Zoom, ON24, Intrado, Adobe Connect, GoToMeeting, GoToWebinar, GlobalMeet, Amazon Chime, Cisco Webex, BlueJeans, Microsoft Teams, Vimeo, YouTube Live, Facebook Live, or Other
  • Fill out the Attendee URL column and, if applicable, the Attendee Password column. 
  • Enter Yes or No in the "Recording availability after the session is over" column. If you set an on-demand recording to be available for attendees after the session, fill out the Recording URL column and, if applicable, the Recording Password column.
  • The following additional columns are optional: Virtual Session Name, Meeting ID, Speaker URL, Host URL, Speaker Password, and Host Password.


Third-Party Live Stream
  • For third-party live stream sessions, enter "External Platform" in the Video Conferencing/Streaming Tool column.
  • Fill out the Video Player column with one of these options: Cvent Video Player, Brightcove, Vimeo, or Link to external video. If you're using Brightcove as your Video Player, you'll also need to fill out the Video ID column. If you're using Vimeo or a link to an external video, you'll also need to fill out the Attendee URL column.
  • The following additional columns are optional: Virtual Session Name, Meeting ID, Speaker URL, Host URL, Attendee Password, Speaker Password, and Host Password.
  • Fill out the "Do you want to record this session?" and "Recording availability after the session is over" columns. 
  • If you're using Vimeo or a link to an external video as your Video Player and you set an on-demand recording to be available for attendees after the session, fill out the Recording URL column and, if applicable, the Recording Password column.
  • Enter the Stream URL, Stream Key, and Video Source Region for your session. If you're using Cvent Video Player, only fill out the Video Source Region. The available region options include: Oregon, Virginia, Tokyo, Singapore, Sydney, Mumbai, Frankfurt, or Ireland. For Cvent Video Player, you won't be able to update the region once the streaming details for the session have been generated.

After you've finished adding your data, make sure to save the spreadsheet as a text file (.txt) or Excel workbook (.xls or .xlsx).

6 Import the file. Back in Cvent, click Browse... and locate the file on your computer or network. Decide if you want to be sent an email when the import is complete, then click Next.

Map the columns from the import file to the corresponding Cvent fields and click Next again.

Give your import settings and field mappings a final review, then click Finish.

 

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