THE BASICS: PART TWO

Learn how to produce an event, from start to finish, on ohyay.

🖥 Best Practices for Events

Before your event, you'll want to share some ohyay best practices with your guests. You can find the full guide here.

  • ohyay works best on a laptop or desktop computer.
  • Chrome is the fastest browser.
  • Headphones are preferred, so that everyone has a better auditory experience.
  • Make sure that no other video apps (e.g. Zoom) are using your camera.

🎬 Navigating Your Event as a Director

As a reminder from "The Basics: Part One," you can toggle Director Mode by clicking on the clapperboard icon at the top right of your screen or by holding alt/option.

You'll want to switch into Director Mode throughout this guide to test out buttons that you build in Creator Mode.


🕹 Notes and Controls

Look for the "Notes and Controls" panel at the bottom of your screen. You may have to extend the panel by hovering over it and pulling up on the double-sided arrow that appears.

Notes and Controls is important for directors of events, and won't be visible to your guests. As the director, you'll want to make the panel big enough to hold your buttons and notes.


🗣 Shout to All Users

The next helpful feature while executing events is called "Shout to All Users."

To use the "Shout" feature and broadcast yourself into all rooms in the space:

  1. In the top left of ohyay studio, click on the megaphone icon. You'll appear at the top of everyone's rooms in your space.

You might want to "shout to all users" in the following situations:

  • You're welcoming people to your event.
  • You're announcing that the event is ending.
  • You are about to move your guests to another room. You might say: "In about 30 seconds, we're going to bring you into the auditorium room."

📌 Pinning

Pinning someone to a specific room means that you're tying them to that room and exempting them from all breakout buttons.

Only people who have Admin Access or Director Mode-Only access have the ability to pin.

How to pin a guest (or yourself) to a room:

  1. Look to the left-hand room navigator list.
  2. Click on the pushpin icon in the top left of a participant preview; it should turn red.

Now, your guest will not be able to move out of that room. This feature is especially helpful when you want to pin breakout room hosts to rooms before running a breakout session.


🔀 Breakout Buttons: Bring All Here

Breakout buttons (see BREAKOUT BUTTON) move people around your space. Let's start with an easy, commonly used breakout button: bring all here. You'll use it to bring all guests throughout the workspace to one room.

To create a "bring all here" breakout button:

  1. Click on the breakout button icon 🔀 on the top of your screen.
  2. Drag your button into the "Notes and Controls" panel below, so only you and your event directors will be able to see it.
  3. Click on the button to bring up its settings in the right-hand panel.
  4. Name your button in the text box next to "Text" in the "Element" section of your right-hand settings.

To configure your "Bring All Here" button:

  1. Click on the pen icon next to "Config" in the "Element" section to open up the button's configuration.
  2. Select "Permanent" in your Breakout Config.
  3. Click on "Select users..." and select "All users (except pinned)" from the dropdown.
  4. Click on "Pick a Room" and select the room that you want to bring your guests to.
  5. Click "Done" to save.

📘

Menu Shorcut

We added a shortcut to bring all users to your room. Click on Users* > Bring All Users to This Room** in the menu.

🚧

Test Out Buttons in Director Mode

To make your buttons work, toggle Director Mode by clicking on the camera projector icon or holding down alt/option. Note that you'll need other guests in the space to test breakouts.

To turn off the message that pops up when you click on your button, asking "Are you sure you want to do the breakout?", you can click on "For all users only" next to "Confirm on Run" and select "No."

Here are the two most popular breakout room configurations, explained:

Temporary - New Rooms: Send your guests to new, temporary rooms. Useful for an event where you want your guests to do speed dating.

Permanent: Selecting permanent in the breakout config means that this button is going to bring guests to a room that is a permanent existing room within your workspace.


🔀 Shuffle Users Into Rooms

Another common breakout is shuffling users into pre-existing rooms.

To make a "shuffle/breakout" button:

  1. Create your breakout button by clicking on the breakout button icon at the top of the screen.
  2. Drag your button into the "Notes and Controls" panel below so only you and your event directors will be able to see it.
  3. Click on the button to pull up its settings in the right-hand panel.
  4. Name your button under "Text" in the "Element" section of its settings.

To configure a "shuffle" button:

  1. Click on the pen icon next to "Config" in the "Element" section to open up the button's configuration.
  2. Select "Permanent" in your Breakout Config.
  3. Click on "Select users..." and select "All users (except pinned)" from the dropdown.
  4. Click on "Pick a Room" and select the multiple rooms that you want to bring your guests to.
  5. Enter a number for your target group size in each room.
  6. Click "Done" to save.

🏷 User Management: Tagging

Using tags, you can assign groups of guests — rather than individual guests — to breakout rooms.

To tag your guests:

  1. Click on "Users" in the menu at the top of ohyay studio and select "Manage Users" to open up the list of people who have been in your space.
  2. Click on the tag icon 🏷 next to a guest's name and enter a tag name (e.g. team1).
  3. Save by clicking out of the window.

📘

Best Practices: Tags

It's best to keep tags all lowercase, without special characters (e.g. accents). Keep in mind that your guests can have multiple tags (e.g. admin, current_user, team_5).


👯‍♂️ User Management: Importing Users

It's much faster to import a list of guests via a CSV file than to add them manually.

To import a guest list via a CSV:

  1. Click on "Users" in the menu at the top of ohyay studio and select "Import User List."
  2. Import a CSV file with emails in the first column and tags in the second.

Now, your breakout buttons will recognize your guests' tags when you click on "Select users..." in the configurations and select "Users with tag."


🛬 Creating a Landing Page

Typically, you'll want to create a "landing page" that's the first page your guests will see when they enter your event space. This is a great way to "lock down" your space, so you can send out the link to your event beforehand but prevent guests from entering until the start time.

Here's how to create a landing page:

  1. Check Hide Room Navigator and uncheck Show in Room Navigator in your Room Settings, so your guests can only enter by clicking on an "Enter Here" text element.
  2. Add a text element by clicking on Element > Text in the menu.
  3. Write "Enter" in the text box.
  4. Click on the text box to access its settings in the right-hand panel.
  5. Search for Link at the top of the settings panel or scroll down until you see Linked Room under Interaction.
  6. Click on None next to Linked Room and select the room that you want your enter text to link to.
  7. Name your text element "Enter Here" by changing its name at the top of the settings panel. (See RENAMING).

⚡️ Action Button: Hide "Enter Here"

Action buttons are a powerful way to automate things in your space. They can show and hide elements, play a video, make you go full screen, etc. (See ACTION BUTTON).

The first action button we're going to build is a "Hide 'Enter Here' Button." You've got your welcome page and your "Enter Here" text, but what if you want to fully "lock down" your space before the event has started? You'll want to hide the "Enter Here" button with an action button.

To make an action button that hides the "Enter Here" button:

  1. Click on the lightning bolt icon ⚡️ on the top of your screen to make an action button.
  1. Drag the action button into your "Notes and Controls" panel at the bottom of your screen, so it's only visible to you and other event directors.
  2. Click on the pen icon next to "Action" in the "Element" section of the button's settings to open up its configuration.
  1. Set the configuration to: Element > (Your Room) > Enter Here > set > Visible > uncheck.
  2. Click "Done."
  3. Test out the button by holding down alt/option and clicking on it.

❗️

Name Your Elements

To stay organized, especially when configuring action buttons, it's important that you name all of your elements in your room.


🛬 Landing Page: Show "Enter Here" Button

Before your event, you''ll want to make the button visible again, so your guests can enter.

To create a "Show 'Enter Here'" button:

  1. Copy-paste your "Hide 'Enter Here'" button and rename it as "Show 'Enter Here.'"
  2. Open up the button's configuration.
  3. Check the box so that the configuration is set to: Element > (Your Room) > Enter Here > set > Visible > check.
  4. Test out the button by holding down alt/option and clicking on it.

📺 Screen Sharing

The last thing we'll cover in Part Two is screen sharing.

The default screen sharing option in ohyay is a full-size screen. Click on the monitor icon in the top right of ohyay studio to test it out in your room.

🚧

Sound with Screen Sharing

Note that ohyay currently supports native sound sharing, so you can really only share your audio via a Chrome tab when you click "share audio."

You can also feed your screen share into a customizable participant element.

To build a custom screen sharing element:

  1. Click on the icon with the single person at the top of your screen to create a new participant element.
  1. Click on the participant element to pull up its settings in the right-hand panel.
  2. Click on the video camera icon in the User Assignment section (at the top of the settings) to toggle stream type. The camera icon will change to a monitor icon.

Now, the element will automatically grab screen shares instead of a person's camera feed.

To see examples of screen share elements in ohyay, search for Veranda Presentation Room and Presentation Room in the Room Gallery (Room > Import Room).

📘

🔒 Lock Elements

In ohyay, you have the ability to lock elements by checking the box next to "Locked" in the "Element" section of the element's settings. With elements like screen share elements, it make sense to lock them so that you won't accidentally move them.


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