✅ 5: Sessions tutorial

  • Updated

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The best way to understand the Sessions area of Hopin is to think of rooms or groups within your event, gathering around “virtual roundtables.” In this article we will cover how to create a session, and how you can manage your Session during an event. 

Creating a Session

To get started, navigate to your Event Dashboard > Venue > Sessions and click on the Add Session button. Next, you will see the following fields to begin building your Session:

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Session Title (60 characters max)

The descriptive, easy-to-remember name, attendees will use to find the Session during the event. The Session Title can be changed any time by the Organizer.

Session Description (140 characters max)

Add in some extra details that make the Session stand out.

Session Picture (2MB max)

Choose the image that will be used as a cover for the Sessions tab at the event and as the logo across the event.

Tip: Check our guide on Image dimensions to make sure your images fit just right across the event.

Session Picture Alternate Text

Describe your picture so that those who have screen readers know what your picture shows. 

Tags

Labels or filters to sort Sessions by categories and help attendees to quickly navigate through multiple Sessions during the event.

Who can watch

Attendee permission to find and view selected sessions on the Sessions tab.

  • Anyone (all attendees can find and watch the Session during the event)
  • Private (invitation only) Private Session will not be listed on the Sessions tab within the event and show up to Organizers and invited attendees only
  • Specific ticket holders (only attendees with specific tickets can find and watch the Session during the event. Additionally, any scheduled segments linked to these Sessions will only appear to those with the specified tickets.)
  • Unlisted (only attendees who have the Session URL sent to them by the Organizer can find and watch the Session during the event). To get the link of an unlisted session, go to the Event Dashboard. On the sessions tab, you'll find the session list. Hover over the Session that you would like to share and you will see 3 icons appear on the right hand side. Click the icon that looks like two links as highlighted in the image below to Go to session. You can then copy and paste the URL directly from the address bar.

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Who can participate

Attendee permission to participate with Video/Audio on during the Session.

  • Anyone (any event attendee can participate with Video/Audio any time)
  • Invite only: only selected attendees will be able to participate with Video/Audio. Attendees who are not invited will be able to watch the session, but won't see the share audio and video button
  • Moderated: only Organizers and specified Moderators will control which attendees will have permission to participate with Video/Audio. Moderators have to be registered for the event and can be assigned after setting the session to be moderated
Tip: If you would like to be able to remove Attendee's video/audio feed from the Session, you must have it set to Moderated. 
Note: In a moderated session, only the Organizers & Moderators can use the YouTube sharing feature, while in an unmoderated session, anyone sharing their audio and video can share a YouTube video.

For more details on attendees permission in session, please visit Attendee permissions for Sessions

Priority

Sessions can be ordered by priority so that higher priority Sessions are more visible at the top of the page.

Booth size

A larger size can help your session stand out and attract more users.

Sizes available for Sessions:

  • Large (one in a row)
  • Medium (two in a row)

Session scheduling

When creating your Session, you can choose to have it set to Always open or Scheduled

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Linking a Session to a scheduled segment will make it appear within your Reception area. Here, your attendees will be able to add it to their calendar and/or to My Agenda. When the segment is live, it will display a small "live" label on it. It will also appear within the "what's happening now" card for better visibility. However, if you set your Session to Scheduled but do not link it to a scheduled segment, this Session will not show up in your Event at all. 

If you have it set to Always open, then the Session will not be available to connect to any schedule segments and can be accessed at any time during the event.

Note: if a Session is connected to a schedule segment and you change it to Always open then you will be asked to remove it from the schedule. 

Tip: A full guide on how to create your schedule can be found here.

Sessions that are tied to the Schedule will automatically appear five minutes before the time on Schedule and automatically hide once their time is up, however, you can increase or decrease this number by going to your Event Dashboard > Setup > Basics and clicking on Advanced Settings. Here, under "Sessions Display", you can enable your scheduled Sessions to be displayed for as long as you like before and after their scheduled time.

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Note: Attendees can view the list of previous sessions by clicking Show past segments at the Reception area of the event.

Organizers can also send the URL to the session for attendees to access the scheduled sessions once the scheduled time is over.

The session will still be live and won't stop even if the time set in the 'Schedule' is over. This means that attendees or speakers will not be removed from the session, however the session itself will not be visible in the 'Sessions' segment of the event any longer.

Note: There is no limit to the number of concurrent sessions you can have during your event.

Maximum participants

The limit of participants that can be on screen at the same time is up to 20, any additional screen share counts towards the limit (this is valid for recorded sessions too).

You can learn more about other limits in our Max On-Screen and Viewer Limits article.

Note: depending on the number of participants on screen, the number of people who can watch the Session will also change.
Number of Speakers
(includes number of screenshares)
Maximum Viewers
1 15,000
2 15,000
3 13,000
4 11,000
5 8,000
6 6,800
7 5,700
8 5,000
9 4,300
10 4,000
15 2,900
20 2,000
Note: Any screen sharing takes one participant seat. If there is one Speaker and one screen sharing, the system will treat it as two participants. Another example: With 19 Speakers, 1 screen sharing will be available, with 18 Speakers, 2 screen sharings).

Advanced Settings

Video Settings

Choose the video quality output for the Session

Note: recommended quality is 1280x720p, 30fps.

Enable YouTube sharing?

If enabled, attendees will be able to share YouTube videos in the session.

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Click the YouTube icon on the iconbar.

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Then, paste the URL to a YouTube video and click Share Video.

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The video will start sharing for all attendees on a Session.

Note: Currently, only links to single videos or live streams (vs playlists) are supported.

Record this session?

Check the box for the Session to be recorded.

Note: The maximum number of on-screen participants for recorded sessions is 20. There may be a 1/2 second cut-off in between 2-hour recording segments.

If you choose to record your session, note that the following will be excluded from your recordings:

  • Streaming using RTMP
  • Mirroring from a Stage using RTMP
  • Integrations such as Miro
  • Shared YouTube videos 

RTMP Settings 

RTMP streaming is simply sharing content from your computer (entire screen, separate app or window, webcam signal, etc.) to Sessions on Hopin with the best video and audio quality possible. You can enable this option by checking the box by Enable RTMP Streaming. Learn more about RTMP in sessions here. You also have the option to mirror an RTMP stream from the stage or another session. 

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Integrations

When you click the 'Add an integration' button, you are redirected to the Integrations tab of the organization. Here, you can install various integrations for your event.

Once they are installed, you can go back to the sessions page of the event dashboard and you will be able to enable them for individual Sessions. 

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Additional Information Area

You can add additional information to the session for your attendees by using the content area. Follow this guide to set that up.

Can attendees create their own sessions?

Optionally, attendees can create any number of their own sessions during the live event, if the Organizer enables this option. You can find how to do that here.

Searching for Sessions 

You can search for individual sessions from the Event Dashboard > Venue > Sessions page and clicking the Filters button. This will open up a small panel where you can search for Sessions based on the date they are active, the tickets they are available to, or the tags associated with them. 

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Use the x Clear dates/tickets/tags button at the bottom of each section to start a new search.

During the event

Once the event attendees switch to the Sessions segment on the left side panel and open a specific Session, they will have two modes: watching and participating.

Watching

Watching is simple, just join any Session and watch the Speakers talk or engage in a dedicated Session chat on the right-side panel.

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Participating

Clicking Share audio and Video or Ask to Share Audio and Video means you want to participate on live video — people will be able to see and hear you in the session.

At the top of a session, you’ll notice the number of people speaking/max number allowed and the number of people watching the Session.

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Speaker controls

Once you are on screen, you will have the following Speaker controls at the bottom centre of the Session:

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  • Camera. Toggles your webcam on and off.
  • Microphone. Toggles your microphone on and off.
  • Screen share. Opens a screen-share menu.
    Tip: Check on our Presentation Slides and Sharing computer audio guides to screen share like a Pro.
  • Settings. Opens the hardware selection menu for you to choose the camera and microphone for this Session.

Plus, you can click on Leave at the top right corner to leave the Session at any time.

Pin a speaker

Attendees are able to pin a speaker to their screen by clicking the three dots by the speaker's video card, and then pin. This is especially useful when a speaker is sharing their screen and you want to make either the screen share bigger on the screen or the speaker. 

To unpin the speaker, repeat the process. 

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Sharing a screen

Speakers can share a Chrome tab with sound on. Just make sure the sound starts playing before you share the screen.

  • Click the Screen sharing icon at the bottom of the page
  • Switch to Chrome Tab on the popup window and choose the required browser tab
  • Check the Share audio box
  • Click Share to start sharing

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E.g. Sharing a Google Slides presentation or playing a video in a browser tab with sound can be supported on the latest version of Google Chrome browser.

Note: Firefox browser doesn’t support sharing a tab with Sound yet.

As a speaker how do I leave a panel without leaving a Session?

Since the limit of participants on screen (with audio and video) is 20, it is good practice to free up a spot when someone has finished participating in a live panel. To do so simply click the 'Leave' button at the top right of a session's screen, this way the spot will be released for someone else to join while still being able to watch the session.

Note: Turning audio/video off does not release one of the 20 spots. For moderated sessions, the moderator can free up spots by removing participants using the moderator tool at the bottom left of a session's screen.

Chat

Each session has its own group chat, separate from the event-wide chat. As a viewer, you can interact with the people who are in the session via chat using the Session chat. This is a great place to ask questions and engage with people on-camera when you don’t want to be on-camera yourself.

How to add a moderator

Once the Who Can participate option is set to Moderated, type the name of the session attendee to give them Moderator role and permissions. Please check that your Moderators are also added to the Who can Watch section to make sure they can find and access the Session.

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Note: Moderators must be registered for the event for their name to appear when you start typing it in the box. Once moderators are in, you can select them to moderate your Session.

When a moderator is in a session, other attendees can click the button that says Request to Share Audio and Video. Clicking this button will open the moderation panel for the moderator to view who’s requesting and click to add them to the video stream.

Once allowed, the speaker will choose their audio/video devices and then appear on camera. The moderator can take off speakers from the Session screen or the speaker's screen share by clicking the three-dot by the speaker or screen share and click Remove. 

Tip: check our guide on Roles and Permissions for more information about event participants.

Recording sessions

Check the box next to Record this session? to record the session.

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Note: Recording starts the moment someone participates in a session (goes on camera). If speakers leave and no one participates in a session for an hour, the recording will stop and will not resume. If a speaker returns in less than an hour, your recording will automatically clip the dead space.

Every two hours of a Session duration, new recording blocks will be initiated automatically with a 1-2 seconds gap between the two recording blocks.

Session recordings create unique pieces of content that organizers can use for monetization and marketing purposes. Session are recorded in Full HD (1080p at 30fps) and the maximum number of participants on-screen for recorded sessions is 20, any additional screen share or third-party integration sharing counts towards the limit. Recordings include large screen shares with speaker names on their video streams.

You receive all of your event recordings as downloadable MP4s at the end of the event under Event Dashboard > Recordings.

If you choose to record your session, note that the following will be excluded from your recordings:

  • Streaming using RTMP
  • Mirroring from a Stage using RTMP
  • Integrations such as Miro
  • Shared YouTube videos 

Feel free to reach out to us at support@hopin.com in case you have questions or need assistance.

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