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Auto-Set an Event to 'Live' or Auto-End a Live Event

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The Auto-Set to Live feature is intended to reduce the number of steps needed to broadcast/record a live stream during a meeting by automatically flagging an event as live at the designated start time and automatically flagging the event as not live after a set period of inactivity. You must toggle the feature on an event-by-event basis.

 

Important Notes

  • This feature must be activated by the Support team.
  • Best Practice Recommendation: You should continue to keep local recording backups of the streams, at least temporarily, to ensure a copy is available in case of a network outage or other issues with the stream being delivered to the CivicPlus Media server.
  • You remain entirely responsible for managing your encoder. Agenda and Meeting Management Select (formerly CivicClerk) is unable to remotely manage your encoder to start/pause/stop the encoder data stream itself, so the user who manages the encoder will need to ensure the device has been activated and is sending a stream to the CivicPlus Media server. The system manages the 'Live' status of the event, which handles the broadcasting/recording of the incoming data stream from the encoder.

 

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Set an Event to Automatically Go 'Live'

 

  1. Sign in to your solution if you have not already
  2. Navigate to the Events module
    The Events module button in the dashboard's left-hand navigation menu.
  3. Select the event you wish to auto-set to Live
    An example event card.
  4. Confirm that the event date and time are set correctly in the sidebar
    The event date and time in the right-hand sidebar.
    Note: If you need to change the event date or time, you will need to edit the Event Summary.
  5. In the Event Options section, check the Automatically set this event to Live at the scheduled time checkbox
    The checkbox to automatically set this event to Live at a scheduled time.
  6. Click the Save Changes button
    The event's Save Changes button.
  7. The event has been set up to auto-set to 'Live' at the scheduled event date and time
  8. Repeat these steps for each desired event

 

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End a Live Event that was Auto-Set to 'Live'

 

  1. Sign in to your solution if you have not already
  2. Navigate to the Events module
    The Events module button in the dashboard's left-hand navigation menu.
  3. Select an event that was auto-set to 'Live'
    An example event card.
  4. Navigate to the View menu and click the Live Meeting and Timestamp option from the dropdown list
    The View menu with the Live Meeting and Timestamp option highlighted.
  5. At the designated event date and time, the event will automatically be set to 'Live'
    The 'This event will automatically be set to Live at the scheduled time' message, which appears below the Media Player.
  6. Click the End Live button to manually end the live event immediately at any time, if desired
    The red, rectangular End Live button which appears below the Media Player.
  7. If the live event is not ended manually, a popup prompt will appear after the designated streaming period
    An example Auto-End Event popup.
    Notes:
    • The default popup prompt time is 4 hours, but this is customizable by contacting Support.
    • You must be logged in to the Admin (Administrator) site and on the Events module to receive this popup prompt.
  8. Take an action based on the prompt
    The green, rectangular Extend Live and red, rectangular End Live buttons on the Auto-End Event popup.
    • Extend Live: Click this button to extend the live event's stream duration by another hour before receiving the prompt again
    • End Live: Click this button to end the live event immediately
    • No action: Passively end the live event by taking no action and allowing the Auto-End Timer to countdown completely
  9. When the live event has ended, click the Ok button on the popup that appears which indicates that the video on demand is being processed
    The green, rectangular OK button on the video processing popup.
  10. The live event has ended

 

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