Meetings, events & workplaces
16 questions
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Yes! You can transform your next online event into an immersive experience that attendees would not forget thanks to WorkAdventure.
Whether you gather 10, 100 or 1 000 attendees, WorkAdventure is made for all kind of online events (webinars, workshops, conferences, fairs, onboardings, social meet ups…) and with unlimited number of users.
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Import or export users:
It is possible to import your attendees’ list in your WorkAdventure back office, just like you’ll be able to export it. Don’t forget to do it before the event starts, as it will be helpful to send the kickoff email to everyone and custom tokens to make sure attendees have access to your virtual event!
Invite your attendees to join the event:
The best way of onboarding your attendees is to make a good communication and to take the time to explain how your virtual event will be organized (why not adding also a ‘Help desk’ at the entrance of your map? You still have the time). To do so, use our template and add the link of your virtual event or feel free to use one of yours. You can also send an Auto Login Token which is a personalized link for easier access.
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WorkAdventure is GDPR compliant and we do not store any kind of data.
That is why you will not be able to get statistics from your event. However, the only Data we can provide is how many users were connected in your virtual space(s) during your event.
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You can get the detailed list of connected users in your virtual space if your subscribe to one of our premium plans.
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You can send global messages to a part of or to all your audience in your virtual space(s) if you subscribe to one of our premium plans. Global messages include text and audio messages. You can also decide to use the megaphone to instantly talk to your audience.
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You can easily exchange contact details with other attendees using business cards (accessible only in premium plans).
You can add all your information directly from the menu button on the platform. See contact details from other users by clicking on their name and then “business cards”.
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WorkAdventure is different from classic video-conferencing platforms and might surprise your attendees! We advice you to send a general communication beforehand with a short “First Steps in WorkAdventure” tutorial.
It is very common that attendees enter your map at the same time. We recommend creating silent zone at the entrance of your map so that attendees do not connect with several people at the same time. Read more about silent zones here.
Near the entrance, we also recommend adding a Help Desk with a PDF or website that explains the agenda of your event. You can also add a short “First Steps in WorkAdventure” document in case people are facing some issues.
You can decide to have a private or public map for your online event:
1. If your map is private, each attendee will have his custom URL (it looks like: https://play.workadventu.re/register/\[token\]). Send the invitation email from your dashboard after having imported all attendees’ email addresses.
2. If your map is public, you can also send the invitation email from your dashboard to all your attendees. However, keep in mind that your public link (it looks like: https://play.workadventu.re/@/\[organization\]/\[world\]/\[room\]) can be used by anyone at any time. For that matter, we strongly recommend to share the public link few minutes before your online event starts.
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There are 3 ways of getting you the perfect map for your online event:
1. Pick up a ready-to-use template
We have made available several ready-to-use templates for hosting online events on our website. Select one that matches your needs from the sign up process and create an account to get access to your map and dashboard.
2. Create your online event map from scratch
WorkAdventure is 100% customizable. Check out the full documentation, follow the Starter Kit and use Tiled to create your map by yourself. You can decide whether to self-host your map as WorkAdventure is open source, or to sign in and enjoy our premium features.
3. Plan your project with one of our map designers
The WorkAdventure team is made up of a bunch of skilled designers. Whether you want a custom map created from scratch, or just some adjustments to a ready-to-use template, contact our team at: [email protected], or visit us directly in our virtual offices.
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If you have a premium plan, you can livestream in WorkAdventure. Youtube live is the easiest way to achieve that but we also can configure live streams through other platforms.
Read more about Youtube livestream integration.
With a premium plan, you can also record your talk directly to your Dropbox. Contact us if you need a specific setup.
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If you have a premium plan, you can define roles to users who will have specific rights in your map (for example, administrators can kick and ban users who break the code of conduct). To do so, you need to add specific tags to your moderators, administrators, speakers, and so on.
A good way for your attendees to differentiate organizers from other attendees is to affect a custom skin for the avatars.
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If you choose the freemium plan, you cannot exceed 10 simultaneous users.
If you choose a premium plan, technically you can safely plan to have +1000 attendees on a single map. Be aware that you will have to design or pick up a map big enough to welcome all your users.
The largest event up to date was the remote “Chaos Computer Club” event, that was organized on a modified version of WorkAdventure to create “parallel universes” on the fly. It welcomed +10000 attendees!If you are an event organizer, do not forget there is a difference between the total number of attendees and the number of simultaneous users connecting.
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Pasqal needed a custom virtual space to host “The Blaise Pascal Quantum Challenge” for two months, while recreating (and improving) the feel of an in-person hackathon by centralizing ceremonies/pitches, webinars/masterclasses, and teamwork in one WorkAdventure world.
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If your microphone changes every time you join your virtual office, the issue usually comes from the browser or the system automatically selecting another available audio device.
On Mac, this often happens when the iPhone is detected as an external microphone. Chrome may then treat it as the default device and use it instead of the Mac’s built in microphone.
To fix this, open Chrome and go to Settings, Privacy and security, Site settings, then Microphone. In this section, explicitly select your Mac’s internal microphone, such as Internal Microphone or MacBook Microphone.
It is also recommended to check the setting on the macOS side by going to System Settings, then Sound, then Input. The built in microphone should also be set as the main input source.
If the wrong microphone is still being used, completely quit Chrome, restart the browser, then reconnect to your virtual office. This often helps reset the audio device detection.
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This behavior is usually related to the Apple ecosystem. When an iPhone is close to the Mac and recognized as an available device, it may appear in Chrome as a usable audio source. The browser may then select it automatically, even if it is not the desired device.
In this case, you should check both Chrome settings and Mac settings. You can also choose to set your default microphone directly in WorkAdventure. It will be activated whenever available for each of your sessions. To do this, go to the microphone settings, click the chevron, and set your default microphone.
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If the selected camera is not always the right one when you join your virtual office, Chrome is probably detecting several available cameras and automatically choosing the one it considers to be the priority device.
This can happen on Mac when the iPhone is offered as a camera in addition to the computer’s built in camera. The browser may then use the wrong video source when a session starts.
To fix this, open Chrome and go to Settings, Privacy and security, Site settings, then Camera. Then select your Mac’s built in camera as the default camera.
Once this change has been made, it is best to completely close the tab or the browser, then reconnect to your virtual office.
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When multiple video devices are available, Chrome may reuse the last device used or automatically select a new one. This behavior can vary from one session to another, especially if an iPhone, an external webcam, or a monitor with a built in camera is detected.
The best solution is to explicitly select the correct camera in Chrome settings and check the site specific permissions as well. To do this, click the icon to the left of your virtual office URL and make sure camera access is allowed.
You can also choose to set your default camera directly in WorkAdventure. It will be activated whenever available for each of your sessions. To do this, go to the camera settings, click the chevron, and set your default camera.
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