Configuring Virtual Attendance Tracking for Attendee Hub

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With virtual attendance tracking, you can customize how participation is recorded for virtual sessions on the Attendee Website and gather insight into how much of the video content attendees watched. This helps you more accurately measure session attendance and engagement for your virtual and hybrid events.

1 Understand how attendance tracking works on the Attendee Website. When configuring a virtual session, you can set session participation to be awarded as soon as an attendee joins the session from the Attendee Website, or only after they've watched the session video for a certain amount of time.

 
NOTE: Once an attendee is marked as a session participant, they'll automatically be marked as an event participant as well.

Regardless of how you define session participation, you'll have access to reporting that tells you how much of the video an attendee watched (not their total time spent watching). 

For example:
  • If an attendee watches the first 10 minutes of a pre-recorded session, pauses the video to go grab a cup of coffee, then re-watches the first 10 minutes of the video when they return, reporting will show they've watched the first 10 minutes of the video.
  • If an attendee watches an hour-long live stream session, and then comes back later to replay the first 10 minutes of the session on-demand, reporting will show that the attendee watched for 60 minutes live and 10 minutes on-demand.
 
NOTE: The time spent watching is tracked as long as the video is still playing, even if an attendee switches to a different browser tab or backgrounds the browser tab.
These metrics are tracked starting 7 days prior to the event start date. They will continue to be tracked for 90 days after the session start time or until the session is no longer available to attendees, whichever comes first.
 
2 Configure your virtual session. Set up your pre-recordedlive stream, or third-party live stream session using Cvent Video Player. Or, if you're using your own Brightcove or Vimeo account, follow these instructions to set up your pre-recorded or live stream session instead.
 
NOTE: Duration-based session tracking is not available for collaborative sessions or virtual sessions with an external video player or link that takes users outside of the Attendee Website to watch video content.

Once you've saved your configuration, click the tab to the left, Advanced Settings, then Edit.

Or, access the Advanced Settings tab from an existing virtual session. If you've already configured your live stream or pre-recorded session, begin by selecting your event. From the left-hand navigation, click Agenda, then Session List. Click the name of the session you want to configure virtual attendance tracking for.

The Details tab opens by default. Click the tab to the right, Advanced Settings, then Edit.

3 Configure the Virtual Attendance Tracking settings. In the Virtual Attendance Tracking section, decide if attendee participation should be counted as soon as an attendee joins the session, or after they've watched the session video for a certain amount of time.


If you've set participation to be time-based, choose how many minutes of the session an attendee must watch to be marked as a participant.

Then determine if attendees must watch the session during its scheduled time to be counted as a participant, or if they'll still be marked as a participant if they watch it later on-demand.

Virtual Attendance Tracking

When you're finished, click Save.

4 View session attendance metrics. Run the Session Attendance per Session report, found under Reports > Reports > Reports, to determine:
  • Attendees who were marked as a participant for the session.
  • When an attendee first started watching the session video (listed as their "Check-In Date").
  • How many minutes of the video an attendee watched.
  • If an attendee watched the session live, on-demand, or both.

Or, run the Session Duration report, found under Reports > Reports > Reports, to determine:
  • Session registrants who watched any of the session content.
  • When an attendee first started watching the session video (listed as their "Check-In Date").
  • How many minutes of the video an attendee watched.
  • If an attendee watched the session live, on-demand, or both.

In these reports, the "Live" Attendance Type tracks how much of the video an attendee watched within the session time and up to 5 minutes after the session end time, while "On-Demand" tracks how much they watched outside of the session time and more than 5 minutes after the session end time. For example, if a live stream session is scheduled from 10:00am to 11:00am, but the stream doesn't start until 10:10am and runs until 11:10am, attendees who watch the full session live will have a reported duration time of 55 minutes for "Live" viewing and 5 minutes for "On-Demand" viewing. Attendees who watch the full session at a later date will have a reported duration time of 60 minutes for "On-Demand" viewing.
 
NOTE: If a session time is changed after the session has started, the duration metrics will be updated and session participation will be impacted accordingly.

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