Importing Session Video 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 virtual sessions without adding the video details to sessions individually.
NOTE: To ensure you can import all of your video details, make sure you have the Attendee Hub solution added to your event under General > Event Features, and access to Cvent Video Conferencing.

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 Video Details Import. After selecting your Flex event, from the left-hand navigation, click Agenda, then Session List.


Hover over Actions and click Import Video Details.

Import Video Details
 
Or, if you've already added some of the video details for your sessions, hover over Actions and click Export Video Details instead.
 
3 Download the sample import file. If you're importing live sessions, click the first Download a file.

Download First File

Or, if you're importing pre-recorded sessions, click the second Download a file.
 
Download Second 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.
 
NOTE: If you need to import live and pre-recorded sessions, you can download both templates, combine the columns into one template, and import all of your sessions in one file.

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 as applicable. 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 Vimeo or a link to an external video, you'll also need to fill out the Recording URL column and, if applicable, the Recording Password column.
  • Enter Yes or No in the "Recording availability after the session is over" column.
  • Enter Yes or No in the "Is this a simulated live session" column. If Yes, fill out the Start Recorded Video column with one of these options: At the session start time, 1 minute early, 2 minutes early, 3 minutes early, 4 minutes early, or 5 minutes early. Keep in mind that Cvent Video Player is required for simulated live sessions.

Cvent Collaborative
  • For Cvent collaborative sessions, enter Cvent Video Conferencing in the Video Conferencing/Streaming Tool column.
  • Enter Yes or No in the "Recording availability after the session is over" column.

Cvent Live Stream
  • For Cvent live stream sessions, enter Cvent in the Video Conferencing/Streaming Tool column.
  • Enter Cvent Video Player in the Video Player column.
  • Enter Yes or No in the "Do you want to record this session?" and "Recording availability after the session is over" columns.
  • Fill out the Video Source Region column. The available region options include: Oregon, Virginia, Tokyo, Singapore, Sydney, Mumbai, Frankfurt, or Ireland. You won't be able to update the region once the streaming details for the session have been generated.

Third-Party Collaborative
  • For third-party collaborative sessions, enter External Platform in the Video Conferencing/Streaming Tool column.
  • 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.
  • Enter Yes or No in 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 or Brightcove, 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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