Hosting an event in BlueJeans is similar to an in-person event with a few important exceptions. Use this guide as a checklist to make sure your virtual event doesn’t miss a beat.
Connecting Splash to BlueJeans
Your BlueJeans event is your venue, so making sure it's created is the first step in your event process. To get started, you'll need to make sure the BlueJeans Events integration is set up for your team.
Pro Tip: Need help setting up the integration for your team? Check out our BlueJeans Events setup guide for a full tutorial.
Next, you'll need to know what to expect when connecting Splash to BlueJeans.
Here’s how the integration works:
A BlueJeans event is created whenever an event is created in Splash. The Splash event's title, end date, start time, end time, and time zone sync to the BlueJeans event. The Splash event owner is also automatically assigned as the moderator of the BlueJeans event.
After RSVPing in Splash, guests are synced to the participant list in the BlueJeans event. Guests who attend the BlueJeans event have their status automatically update from Attending to Checked In in Splash.
Now that you’re familiar with how the integration works, let’s start checking off items on your event to-do list. We’ll start by creating a Splash event.
Creating an event
There are a few required fields you'll want to focus on when creating your Splash event. We recommend opening up your Splash window alongside this article to make sure you complete them all. Start by clicking Create Event from your Events Dashboard.
You'll want to select one of the Event Types specified by your organization's integration settings. We recommend reaching out to your Admin If you’re unsure of which Event Type to use.
Event end date, start time, and end time
To successfully create the event in BlueJeans, you must provide an event end date, start time, and end time when creating your Splash event. If an end time isn’t provided, the integration defaults to a two-hour event duration in BlueJeans. If the event time entered in Splash is longer than 24 hours, the integration adjusts it a two-hour period to successfully create the event in BlueJeans.
The time zone selected in Splash defines the time zone for the BlueJeans event. Remember that BlueJeans enables the setting of personal time zone preferences, which can affect how times appear in Bluejeans for certain users.
Viewing the BlueJeans Event
After creating your Splash event, check that a corresponding BlueJeans event was created by following these steps:
1. Open the event from your Events Dashboard.
2. Click on Settings from the left-hand navigation.
3. Click on Integrations.
This page reveals a full list of connected integrations, including the connected BlueJeans event. Click Open BlueJeans Event to open the event in BlueJeans.
Note: If you don't have access to event integrations, you can confirm event creation is successful by checking in BlueJeans directly or by reaching out to your Admin.
Assigning BlueJeans Moderators
The Splash event owner’s email address is automatically assigned as the main moderator for the BlueJeans event.
If an event in Splash is created by an account that doesn’t have BlueJeans Events access, the fallback account listed in the integration settings becomes the main moderator for the webinar. The Splash event owner’s email is then added as a second moderator. The second moderator has access to start the webinar and has full access to the webinar once it’s started, but can’t access or edit the webinar beforehand.
Note: The fallback account is assigned within your organization’s BlueJeans Events integration. Check out our setup guide to learn more.
Need all hands on deck? Additional moderators can be manually added through BlueJeans.
Link: Read more about BlueJeans' moderator permissions.
Setting capacity limits
One of the registration settings you’ll want to be mindful of is capacity. There are different capacity limitations in BlueJeans depending on your plan and event.
One-Time Event: 500 view-only attendees
Unlimited & Large-Scale Events: 50,000 view-only attendees
Moderators/Presenters: 150 interactive video presenters
Room Systems: 150 - (Number of Moderators + Presenters) participants
Telephony (Phone): 2,000 participants
Link: Read more about BlueJeans participant limitations.
To provide your guests with a seamless experience, make sure your Splash registration capacity matches the capacity in BlueJeans. As a reminder, Splash capacity limitations are set within the settings of an event.
Sending guests webinar URLs
Communication is key for letting your guests know how to access your BlueJeans event. By default, BlueJeans sends an automatic confirmation email to all registered guests.
However, your team can choose to disable automatic BlueJeans confirmation emails so that all guest communication comes from Splash. This not only prevents BlueJeans from sending confirmation emails, but it also unlocks the ability to send your guests webinar join URLs that are unique to their registration. The unique webinar join URLs are generated by BlueJeans and pulled into Splash using a personalization tag.
Sending emails through Splash
Design your confirmation email as you normally would and then add the [bluejeans_webinar_join_url] tag to ensure each guest receives their unique join URL for the webinar.
You can find the BlueJeans tag under the Advanced Options section of your email template.
The tag can be added directly to your email to display the full BlueJeans URL. To bring more style and less text to your template, try adding a button and setting the URL as the BlueJeans tag.
Each tag generates a guest-specific join URL meaning no two are alike. If a guest’s webinar join URL is shared, Splash check-in and check-out data may be compromised. We recommend including a note in your email to let guests know the webinar join URL is connected to their registration.
If guests aren't able to locate their original confirmation email with their webinar join URL, a confirmation email can be re-sent from the Guests tab. Select the guest from the guest list and click More Actions to send the email again.
Pro Tip: Add the BlueJeans tag to your themes' confirmation templates so every event page is created with the tag already included.
If a webinar join URL isn't found for the guest for any reason, the tag will default to the general BlueJeans join URL. If the general join URL isn't found, the tag will redirect the guest to the Splash event page.
If you need to access a specific guest's webinar join URL, send our team a note and we'll send it your way.
Sending emails through BlueJeans
If your team doesn’t opt in to sending unique webinar join URLs through Splash, then every guest will receive an automatic confirmation email from BlueJeans instead. With this option, you can choose to keep Splash confirmation emails enabled or disable them completely.
BlueJeans offers branding and customization of the event join page, event registration page, and invitation emails. But BlueJeans doesn’t provide the option to see email delivery statuses for registration enabled events. If the email delivery fails and bounces, however, a notification email is sent to the event organizer.
Link or Attachment: Get more details about branding straight from the source: BlueJeans Events Branding.
Testing the end-to-end experience
Once you’ve checked the above steps off your list, you’re ready to give your event a spin. To test the entire experience:
1. Head to your Event Overview and click View as Guest in the top right corner.
2. Submit an RSVP for your event. You’ll want to submit a real RSVP instead of relying on sending test emails to ensure the BlueJeans tag generates correctly.
3. Check that the confirmation email is sent with all the necessary webinar details, including the unique webinar join URL.
4. Confirm that you’ve been added as a participant to the BlueJeans webinar by opening the Integrations tab from your Event Settings.
5. Click Open BlueJeans Event to open the webinar in BlueJeans and confirm that you’ve been added to the participant list. Reminder: If a guest uses a different email to login into BlueJeans than the one they used to register in Splash, their status won't update.