Embedded Studio Sessions Configuration

Embedded Studio Sessions allow attendees to easily access a Studio Session without navigating away from the Event Cloud site. When Embedded Studio Sessions are enabled, video and slides are passed seamlessly from the Studio Presenter Console to the Event Cloud Sessions Details page. 

This article outlines steps to create and configure an Embedded Studio Session. If you need a refresher on how to create a Session, please review the Solution Center's Session Management Guide. 

For Presenter Console instructions, review the Solution Center Articles below:

 

Embedded Studio Sessions Configuration  

1. When enabled, Event Admins can create Embedded Studio Sessions directly in their Event Cloud site. Access the Event Cloud site as an Admin user and select Sessions from the left navigation menu. 

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2. Next, select All Sessions from the left navigation menu to populate a list of scheduled Sessions or create a new Session. 

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If the Session is already created, find the session you wish to edit. Click on the Paper & Magnifying Glass icon to launch the Session Details Admin tab.  

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3. From the Sessions Details Admin, select the Manage Video an Embedded Studio Session can be added on this page as a Video Provider.  

4. Select the Video Provider drop-down menu and choose Studio from the list. After selecting Studio, the Webcast Display dropdown will populate.   

5. From the Webcast Display dropdown menu, select Embedded Webcast. After selecting Embedded Webcast additional configuration fields will populate.

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6. The Webcast Title field will populate the Session title added on the Session Details admin tab. As a best practice, we recommend the Session title and webcast title remain the same for each Session. If needed, the Webcast Title can be edited.

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Please note: If the Webcast Title has been edited, the Session Title will appear to users on the Event Cloud site.  

7. Next, set the Pre-Session Time (in minutes), here you can specify how many minutes prior to the session start time the video stream will be visible.  

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  • Pre-Session Time allows Webcast Producers to start the webcast early if desired, for a pre-roll or countdown video to be visible.  
  • As best practice, we recommend setting the pre-session time to at least 5 or 10 minutes prior to the scheduled session start time. 
  • Note, Studio video and slides will only display in the Session Details page when it is past the “Pre-Session Time” and the Studio webcast has been started in the Presenter Console. 

8. From the Include Slides Area? option, select Yes if the Session will use the separate slide panel along with the video. If no slide area is needed and it is a video only webcast, select No.  

  • When Include Slides Area? is set to Yes the Studio Slides will display in their own panel on the Session Details page, separate from the Video area.  

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9. Studio User Roles connects users who should have access to the Studio Presenter Console to the Embedded Studio Session.  

  • For users who are already associated with the Session, their names appear in the left side of the selection area. Simply click the plus sign next to their name to add them to the selected list. Once a user is selected, their name will appear in the right-hand column.  
  • If there are many users populating the left column, use the search field to narrow down the list of available users to find a specific user quickly.  
  • For users who are not associated to the Session, click Select From All Users to choose from a list of all users that exist in the Event Cloud site.  

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10. Once users have been selected, use the drop-down menu next to each user’s name to set their level of access for the Studio Presenter Console.  

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There are 5 access options available:

  • A Staffer can control advancing Studio Slides via the previous/next buttons, key commands (if enabled) or double clicking on a thumbnail to jump directly to a specific slide.  
  • A Speaker has the same permissions as Staffer, plus they will be prompted to connect their webcam & mic upon joining the presenter console. 
  • In addition to having the permissions of a Staffer and Speaker, a Moderator has access to control existing sources, including mute audio, hide video, and add/remove a source from the scene.  
  • An Admin has the same permissions as a Staffer and Moderator, plus access to upload slides, add/edit/delete sources, manage media, start, end, and extend the webcast, and set on-demand as needed.  
  • The Admin + Webcam role, has the same permissions as an Admin. Plus, this role will be prompted to connect their webcam & mic upon joining the presenter console. 

Please note: All the Studio User Roles pertain to the Studio Presenter Console. Some controls will not be available within an Event Cloud Embedded Studio session, such as panel commands. While panel commands are still visible within the Studio Presenter Console they should not be used.  

11. After adding access to each user, select Save in the upper right corner to commit to the updates.  After saving is complete, scroll to the bottom of the Manage Video tab to the Studio User Links The Studio User Link is how each user will access the Studio Presenter Console.   

Each user assigned a role will appear in the Studio User Links section. Their assigned role and unique access link will be visible to Admins.

From the Actions column, an Admin user can click the Copy icon to copy the URL to their clipboard. Admin users are responsible for sending each user their dedicated link through their preferred method of communication.   

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