Event Engagement has been set up to help you host your recorded sessions. These are sessions that have already taken place, and a video recording has been made available for playback. In Event Engagement, recorded sessions can be either external or embedded.

Embedded sessions are downloaded from the third party hosting platform and uploaded to Event Engagement (i.e., they're hosted by Higher Logic). This article focuses on this type of session.
External sessions are hosted on an external hosting platform, such as Zoom and GoToMeeting, and linked to from Event Engagement.

Use this session type for...

Create an embedded session type to upload video files for direct hosting on your Event Engagement site; for this, you'll need to have direct access to the video file, meaning it's on your computer or network. The uploaded video will be embedded right on the session's home page for easy viewing. You can also use this session type to upload other event resources you'd like to share, like PDF documents, PowerPoint presentations, etc.

NOTE: For security reasons, video files cannot be downloaded; this ensures individuals can't download one of your presentations and share it with those not registered or participating in your event. On the other hand, other uploaded resources, like PDFs and PowerPoints, can be downloaded and shared.

Watch the video

Step 1 - Download video from your host platform

This section provides information on how to access and download a recorded video on a variety of hosting platforms.

NOTE: This article assumes that you have recorded a session and uploaded it to your preferred hosting platform.

Zoom

Log in to your account on the Zoom website.
In the left navigation, choose Recordings. The Cloud Recordings tab has a list of your recorded sessions.
Find the recording you want to share for your session and click More and choose Download.

Navigate to where you want to store the recording (on a local or network drive) and save it.

GoToMeeting

Log in to your account on the GoToMeeting website.
On the MEETINGS tab, click the History sub-tab to view your recordings.
Check the Recorded box to display your recorded sessions. Use the date selectors to broaden or narrow the results, if needed.
Find the recording you want to share for your session and click Download. The .MP4 file will automatically begin downloading.

NOTE: This is not available for manually uploaded recordings.

Navigate to where you want to store the recording (on a local or network drive) and save it.

GoToWebinar

Organizers can download a .MP4 version of their recordings to their local computer.

Log in to your account on the GoToWebinar website.
Click the video icon in the left menu to open your Video Library.
Find the recording you want to share for your session and click the vertical ellipses icon.
Select Download. The .MP4 file will automatically begin downloading.

NOTE: This is not available for manually uploaded recordings.

Navigate to where you want to store the recording (on a local or network drive) and save it.

Vimeo

Go to the Vimeo website and log in to your account.
In the left navigation, click Videos to view all your account’s videos.
Hover over the recording you want to download for your session and click the (…) button, followed by Download.

YouTube

Go to the YouTube website and log in to your account.
Click your profile picture, followed by YouTube Studio.
From the left panel, select the Videos tab.
Hover over the video you’d like to download, and select Menu (vertical ellipses icon) then Download (down arrow icon).

Webex

Modern View

Go to the WebEx website and log in to your account.
In the left navigation, choose Recordings.
Find the recording you want to download and click its Download button.
If a disclaimer appears, click Accept to accept the terms and continue.

Classic View

Go to the WebEx website and log in to your account.
In the left navigation, choose My Webex > My Recordings.
Find the recording you want to download and click More and then Download.
If a disclaimer appears, click Accept to accept the terms and continue.

Step 2 - Add your session to a track

Now that you've downloaded the video file from your host platform, you need to upload it to a session, and then add that session to a track. Like folders organizing documents, tracks are the categories organizing your event's sessions, and all of your event sessions must reside within a track.

NOTE: Because you must associate sessions to a track, you'll want to have created the tracks necessary for your event before you begin creating sessions. For help with this process, see Create & Edit Tracks.

Click Tracks > Add Embedded Session Recording (Admin) in your site's top navigation.

On the resulting page, you'll define the session's high-level information:

Session Title - Give your session a descriptive title making its purpose clear.
Track - Select the track to add this recorded session to.
Session Description - Provide a detailed and comprehensive overview of the session to ensure members understand what it's about. This description appears on the session's home page.
Owner - A session's owner has management rights to it, which enables them to edit its details and files, moderate comments, etc. You can leave this blank to default yourself as the owner or enter someone's email address and click Lookup to assign them as the owner. You can update a session's owner at any time in the future, if the need ever arises.

Click Next to define the session details:

NOTE: These details are displayed on the session's home page.

Presenter(s) - Enter the name of the presenter(s).
Cross-listed Tracks - If this session is associated to more than one track, you can list them here. Refer to the Cross-listing tracks section below to learn more.
Session Type - Here, you can describe the session type (e.g., recorded conference session, podcast, etc.).
CE Approved - Enter Yes or No to let members know whether this session is approved for continuing education.
CE Credits - If it is approved, enter how many credits attendees will earn.

Click Next to upload your recorded session file:

Click CHOOSE AND UPLOAD. This is the video file you downloaded in Step 1.
You can upload a file by browsing your computer or network, dragging and dropping, and copying and pasting. In addition, you can select one of the third-party sites on the left to bring in a file from Facebook, Google Drive, OneDrive, and more.
If you want to upload an additional file(s), click Upload more and repeat the process.
When finished, click Upload.

At this point, you can:

Click Next to add optional title(s) and/or description(s) to your uploaded file(s). Adding a title overrides the file name; this is helpful in cases where your file name is not ideal (e.g., you could change a long, non-descriptive file name like ConfRecording-06-23-2020 to the actual title of your session). When ready, click Finish to upload your file(s).
OR click Finish to bypass adding descriptions and upload your file(s).

WARNING: When embedding video files, especially large files, it will take several minutes to complete the embed process on the session's home page (you will see a spinning wheel indicating the embed is in progress). Do NOT navigate away or refresh the page until this process is complete! If you need to continue working in Event Engagement during the embed process, go ahead and open a new browser tab.

NOTE: The optional title and description display next to the uploaded file(s) on the recorded session's home page, as shown below:

Cross-listing tracks

While adding a session to a track is the primary location it's "stored," choosing to cross-list a session to one or more additional, related tracks helps to expand its visibility.

What does cross-listing a session do?

When viewing the session page, any tracks it's cross-listed with are displayed in the details area.

But searching is where cross-listing truly becomes beneficial: On the Search Session Recordings page, if a registrant searches on a cross-listed track, any associated sessions are displayed.

EXAMPLE: We added the session, Code Academy 101, to the track, Coding for Non-Developers. We also cross-listed this session with a related track, Best Practices & Strategies. Now, on the Search Session Recordings page, if you search on "best practices & strategies,"Code Academy 101 is listed in the results.

Where to view your recorded sessions/resources

As you'd expect, the best place to view and interact with your uploaded recordings and other resources is from the track they're associated to. Navigate to Tracks > All Tracks in the top navigation and click a track title to view its home page.

TIP: If there are a lot of tracks, use the menus above the list to filter the sessions to make searching easier.

From there, recorded sessions and other resources are listed on the RECORDED SESSIONS & RESOURCES tab. On this tab, select a session to view additional information it, read and add comments, view the recording, download a resource, and access any related information.

Add an Embedded Recorded Session to a Track