What does this article say?

This article explains how to create an event on STREAMBOXYand which general event settings should always be configured at the beginning.




What is an event?

Find the comparison between and detailed descriptions of an event, tenant and session here.

comparison between and detailed descriptions of an event, tenant and session



How can I create an event on STREAMBOXY?


In your tenant, in the STREAMBOXYBackstage, you can create an event yourself with just a few clicks by clicking on the button "Add" in the upper right corner of the screen under "My Events".

All events created so far are displayed in a list under "My Events".


Event Overview


A window opens with the "General Event Settings" where you can configure your event. Only after you have made some obligatory general settings can you create and save the event and make further individual settings.




Event settings


Title


Give your event a title. This will be used in the event, in the URL and in the associated email notifications.



Description


Provide further details about your event. Participants can read these during the event. You can write up to 500 characters here.




Start and end


Select the start and end time and thus the duration of your event. The event can also last for several days, in which case please also adjust the end date.

Previously, the date and time when you clicked on "+Add" and created the event is shown in the start field. 

If you want to change the date and time, either write the dates directly in the field or click on the calendar symbol. 




This opens a calendar (time, months, year). Here you can either enter your desired hours and minutes manually or use the up or down arrows to adjust the time in an hourly (for hours) or 1-minute (for minutes) step. 


You can do the same for the end field.



Please note that (subsequent) changes to the event duration may have an impact on the subsequent agenda. Please check both for consistency at the end.



Event timezone


The displayed time zone can be shown as the organizer's local timezone or the event timezone, which can be selected in the dropdown.

The event timezone affects the mailing and the event time displayed in the stage and the time of the agenda items. Use the arrow button to select your desired time zone.



   


External ID


This field is optional. Here you can enter IDs from other systems such as shops, etc. for the assignment. This field can also be used via the interface.



Billing


In this field you decide whether the created event should be a "Test event" or a "Paid event". You can test your event with up to 5 participants free of charge ("test event").


Test-event:



Paid event:


Further details on the prices for a "Paid event" can be found either on the STREAMBOXY website or in your individual offer. 

Please note that an event marked as productive can no longer be changed in these settings after saving.

Maximum number of event users:


Here you can enter the maximum number of users who can participate in the event. Once the maximum number of users is reached, no additional users can participate or be added.



Lifecycle


For your tenant, you can either define an evergreen event (Dynamics Workload must be activated for this - please contact your STREAMBOXY contact person) or a standard automatic deletion. 


With the Evergreen Events setting, the event cannot be deleted automatically. 

The event remains in "running" status indefinitely. The end date is set to 01 Jan 9999. 

STREAMBOXY can therefore be used for permanent showrooms.



The automatic cancellation of events and all associated data can be provided with an individual number of days.

If deletion is activated, your events, sessions and participant data will be deleted automatically. 

The default deletion date is displayed in your event. If automatic deletion is not set, this will also be displayed in your event.


The data retention settings made in the tenant settings can be customised for individual events.

Test events are automatically deleted after 60 days and cannot be changed. 






Access


Here you can configure some general settings for before the event.



Technical check before the event

If you want to have a technical check before the event for the participants, tick the corresponding box.

You can find more detailed information on the technology check here.


Allow multiple connections

If this setting is set, participants may take part in the event simultaneously via several devices. If the check mark is not set, the old connection will be disconnected each time a new connection is made.

You can find more detailed information on multiple connections here.


One-time password required

If you tick this box, participants will need a one-time password, which will be sent to them by e-mail. 

You can find more detailed information on the one-time password here.


Event password

If you want an event password, define one in the corresponding field and communicate it to your participants via individual channels (internal communication, e-mail, letter, etc.). There are no restrictions on the length and form of the password.




Usage data


Under "Usage data", you can anonymise the usage data by ticking the box. 

This means that the tracking of usage data, such as chat and Q&A responses, survey results and participant presence, is deactivated. 


Initially, the tracking of usage data is activated - the checkbox must be activated for anonymisation.

Once this setting has been made for an event, it cannot be removed for data protection reasons. This also applies to the copy of events.

Furthermore, no show/no-show emails are sent to anonymised participants, as this, in combination with BCC recipients, would allow the names of the participants to be viewed.


   


Finalize event creation


Complete the creation of your event by filling in all the items marked with an asterisk (all other settings are not mandatory) and finally click on the button at the bottom of the "Create event" page to save your event and configure new settings.



This will open up further setting options for the event under the event settings:



You can save changes by clicking on the "Edit Event" button. 


Event Settings