Meetings, events & workplaces
14 questions
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Yes! You can transform your next online event into an immersive experience that attendees will never forget thanks to WorkAdventure.
Whether you gather 10, 100 or 1,000 attendees, WorkAdventure suits all kinds of online events: webinars, workshops, conferences, fairs, onboardings and social meet-ups. How many people can be connected at the same time depends on your plan. The Free plan is limited to 10, and paid plans carry the capacity you subscribe to. See is there a maximum number of attendees?
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Upload your guest list, then invite from the dashboard
Upload your attendees to your dashboard first: the email invitation is sent to the list you have uploaded, so it has to be there before you can send anything. Each person then receives a link that signs them in automatically, which is the auto login token. It is a convenience for people who will connect only once, which is the usual case at an event.
If your map is public you need none of this. Share the link wherever your attendees already are, and keep in mind that anyone holding it can walk in.
Communicate before the day
The best onboarding is to explain how the event will be organised before it starts, so people arrive knowing what to expect rather than working it out on your entrance mat.
Give them somewhere to land
Add a help desk at the entrance of your map, carrying the agenda and a short “first steps in WorkAdventure” document. It answers most of the questions you would otherwise answer live, on the day, while the event is running.
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Your world’s Activity analytics dashboard, in the admin, covers whichever period you choose.
- Attendance: unique users, number of sessions, average session length, total connected time, and connections over time.
- Rooms and zones: which rooms drew people, entries and average visit length per zone, and who is present in each zone.
- Collaboration: meetings, with their length, participants, speaking time and screen sharing; spontaneous conversation bubbles; and the number of chat messages sent.
- Opened content: the documents, embedded websites and media people opened, and the zone they opened them from.
- Per person, if you enable it: sessions, zones visited, meetings attended.
Data can be exported to CSV.
You decide what is measured
Each world has its own settings: attendance and sessions, collaboration, actions in the space, quality diagnostics, and user-level activity. Without that last category, identifiers are pseudonymised, the IP address and the tab identifier are dropped before storage, and the named views disappear from the dashboard. The privacy policy shown to your participants follows your choices automatically, and you can switch collection off entirely for a world.
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The detailed users’ list does it. Open it from the menu and you get everyone currently in the space, their status (available, busy, away) and where they are on the map.
What it is for
- Finding one person on a large map instead of walking it.
- Seeing at a glance whether a room is staffed.
- Knowing who can be approached: someone marked away is not ignoring you, they are not at their desk.
From the list you can also follow someone, which walks your avatar to them, or ask them to join you into a room.
The list is a live view of the space. If you are after figures about the event rather than who is in the room right now, see what data you can get about your event.
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Three tools:
- A global text message is written once and appears to everyone, on one map or on all of them. Use it for anything people may need to read again: a room change, a link, the next session.
- A global audio message is a recording played to everyone. Use it when you want attention rather than a note.
- The megaphone (aka. the podium) is live: you talk and everyone hears you, wherever they are. Use it to open the event, call people into a room or close a session.
Send them from the menu, and pick a map or the whole world as the audience.
Keep in mind that a global message interrupts every conversation happening at that moment. If it concerns one meeting room, walk in and say it there. If it needs to stay readable, put it on a sign at the entrance instead.
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You can easily exchange contact details with other attendees using business cards (available on paid plans only).
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 advise you to send a general communication beforehand with a short “First Steps in WorkAdventure” tutorial.
It is very common for attendees to enter your map at the same time. We recommend creating a 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 public or a private map for your online event.
A public map has a single URL, and anyone who has it can enter at any time. You share it yourself, wherever your attendees already are: a mailing list, your event page, your website. Since anyone holding the link can walk in, share it shortly before the event starts.
A private map has that same single URL, but you decide who gets through it. Require authentication so attendees have to sign in, turn off self-registration so only the people you have added can enter, and use tags to control who may reach which rooms. See the access management documentation.
On a private map you can also invite by email from your dashboard. Upload your guest list first, and each person then receives a link that signs them in automatically, which is the auto login token. It is a convenience for people who will connect only once, which is the usual case at an event, and it is not what makes the map private.
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Start from the event templates rather than an office one, and then check four things against your programme. That is usually the difference between a map that works on the day and one that jams at the entrance.
- Size. The map has to hold everyone at once with room to walk. The first thing a crowded map costs you is legibility: people cannot find each other. Err on the large side. If you are unsure, pick a map with a central place and gardens around it: when the middle gets crowded, people drift out of the main building to the quieter space on their own.
- A silent zone at the entrance. Attendees arrive at the same moment, and without one they land in a conversation with four strangers. See how to create a great experience for your attendees.
- Enough meeting rooms, sized to their sessions, plus at least one small open area per topic for the conversations that follow a talk.
- A help desk near the entrance, carrying the agenda and a short “first steps” document. It answers most of the questions you would otherwise answer live.
If nothing fits, you can create your own template using the Tiled map editor, or have our designers build one for the event. Allow a few days to a few weeks, so contact us early, or come and talk it through in our virtual offices.
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With tags, on paid plans. A tag is what separates one person from another in your space, and it carries both what someone may do and where they may go. Some tags have special meaning (like
admin), but you can attribute any tag you want to a user (for instance: “HR”, or “speaker”). You can then use that tag to give them special rights (like moderation rights), or to restrict access to certain areas of your map.One more thing worth doing. Tags are invisible on a map. You can attach specific skins.
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On the Free plan, you cannot exceed 10 simultaneous users.
On a paid plan, you can safely plan for more than 1,000 people on a single map. What you pay for is the capacity you subscribe to, not a technical ceiling. Plan the map to match: it has to be big enough for everyone to be on it at once, with room to walk.
If you are organizing a long-lasting event, remember that the total number of attendees and the number of people connected at the same time are two different figures. It is the second one your plan has to cover.
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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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