Virtual & hybrid events

Run virtual and hybrid events around the meeting tools your audience already uses

Connect Zoom, Google Meet, or Microsoft Teams to EventHex, control a meeting bot, and keep streaming, attendance, recordings, transcripts, and post-session follow-up tied to the event.

Book a Demo See the workflow
Use the meeting room you already planned Configure recording and streaming before go-live Carry session outcomes into event operations
One session lifecycle

From meeting link to usable event record

01 Connect Meeting link
02 Join EventHex bot
03 Capture Recording + transcript
04 Stream RTMP destinations
05 Track Virtual attendance
06 Follow up Recap + insights
Choose the operating model

Use one virtual workflow—or connect it to an in-person programme

Start with the event format, then configure the meeting, streaming, and attendance path that belongs to it.

01

Virtual event

Use the meeting link, bot, virtual check-in, recording, transcript, and follow-up as the primary attendee journey.

Best for remote-first programmes
02

Hybrid event

Run the meeting workflow alongside onsite check-in and event-day operations while keeping the same event and sessions at the center.

Best for connected venues and remote audiences

EventHex coordinates the event workflow; Zoom, Meet, or Teams remains the meeting room.

Connect your meeting

Start with the link your speakers and attendees already know

Add the scheduled meeting link to the EventHex event; the platform is identified from the URL and used by the configured bot workflow.

Zoom

Connect a supported Zoom meeting URL.

Google Meet

Connect a Google Meet room or create the supported calendar-led setup.

Microsoft Teams

Connect a supported Teams meeting URL.

Event context

Keep the meeting attached to the correct event, schedule, and organizer workspace.

One session lifecycle

From meeting link to usable event record

Meeting bot control

Prepare the bot before the room opens

Configure the identity and joining behavior, then start the bot manually or use the supported auto-join setting for the event schedule.

Meeting bot control
01 Save the meeting linkAttach the correct room before the session.
02 Set bot identityChoose the bot name, welcome message, and available behavior.
03 Choose when it joinsStart manually or enable the scheduled auto-join option.
04 Watch the phaseSee setup, joining, waiting-room, live, processing, and completed states.
Capture the session

Turn the live room into a recording and transcript your team can use

After processing, supported provider paths can surface the session recording, timestamped transcript, chat, participants, and speaker timeline in the event workspace.

Capture the session
01 Recording playbackReview available video or audio after the provider finishes processing.
02 Timestamped transcriptMove between transcript segments and the corresponding moment in the recording when available.
03 Chat recordKeep supported meeting chat messages with the session record.
04 Speaker and participant contextReview joins, leaves, participation, and speaker-timeline data where the provider supplies it.
Optional live streaming

Send the meeting feed to the destinations your broadcast plan requires

Before the bot starts, enable streaming and add one or more supported destinations with the stream details supplied by each platform.

Optional live streaming
01 YouTube LiveAdd the YouTube RTMP destination and stream key.
02 Facebook LiveAdd the Facebook RTMP destination and stream key.
03 Custom RTMPUse the RTMP URL and key supplied by another compatible destination.
04 Multiple destinationsConfigure more than one destination for the same meeting-bot session when the selected provider supports RTMP streaming.
Virtual check-in

Give registered attendees a controlled path into the online session

Enable a virtual check-in link, choose when it opens, and use the registration-aware entry path instead of distributing only the raw meeting URL.

Virtual check-inLive
Gated event linkEvent-specific virtual check-in URL
Opening windowBefore the event
Attendee verificationOTP entry flow
Attendance recordRegistration match
  1. 01

    Gated event link

    Generate or regenerate an event-specific virtual check-in URL.

  2. 02

    Opening window

    Choose how long before the event the check-in path opens.

  3. 03

    Attendee verification

    Use the supported OTP entry flow to identify the attendee.

  4. 04

    Attendance record

    Connect virtual participation back to the registration where a match is available.

Hybrid attendance context

See who joined, when they participated, and how the session progressed

EventHex retains supported virtual participant data and attaches it to attendee records so operations can review the online side of the event alongside the wider programme.

01

Unique participants

Review the participant roster captured for the meeting.

02

Join and leave

Use available meeting events to understand attendance windows.

03

Speaking context

Review speaker-timeline or speaking-time data where supported.

04

Registration match

Link identified virtual participants to ticket registrations.

05

Live status

See whether the meeting bot is joining, waiting, live, or finished.

06

Event-level review

Keep session results inside the same organizer event workspace.

Live transcription options

Scope captions and translation to the session experience you need

EventHex contains live transcription and translation paths, but language coverage and delivery depend on the configured session and speech provider.

Confirm languages, provider, latency expectations, attendee surface, and event format during the demo; do not assume universal coverage.
01

Live transcript experience

Surface spoken content as text in the supported attendee-facing session experience.

Best for accessible session follow-along
02

Translated subtitle experience

Show translated text where the selected language and transcription configuration support it.

Best for multilingual audience planning
After the sessionInsights ready
01Recording readyOpen the processed session media.
02Transcript readyReview text, timestamps, and available speaker labels.
03Insights readyUse generated summary and key-insight outputs where configured.
04Recap handoffOpen the connected InstaRecap experience for attendee-facing follow-up.
After the session

Move from raw recording to a session record people can revisit

Keep the available media and transcript together, review generated insights, and continue into the public recap workflow when it is enabled for the event.

Connected event operations

Continue into the feature that owns the next job

Virtual delivery works best when access, content, attendance, and follow-up each hand off to the correct EventHex workflow.

01

Event Registration

Collect attendee details and route people into the selected virtual or hybrid experience.

 02

Event Check-In

Coordinate onsite arrival for the in-person side of a hybrid event.

 03

AI Session Recap

Create the attendee-facing transcript, takeaways, and recap experience.

 04

Event Analytics

Review broader event performance beyond the individual meeting session.
Built for programmed events

Use the same operating model across high-value session formats

Configure each event around its audience, programme, and delivery plan.

Conferences

Run multi-session programmes with remote access and post-session records.

Association events

Connect recurring member sessions to registration and attendance.

Corporate events

Coordinate internal or external virtual programmes with controlled access.

Tech conferences

Extend product talks and panels to remote viewers and recap journeys.

Exhibitions

Support hybrid briefings, exhibitor sessions, or streamed programme content.

Recorded events

Capture a scheduled live session and reuse its approved output after processing.

Virtual and hybrid event questions

What organizers ask before connecting a meeting

Does EventHex replace Zoom, Google Meet, or Microsoft Teams?

No. EventHex uses the supported meeting link and adds event operations around it, including bot control, streaming configuration, attendance, session outputs, and follow-up.

Can the meeting bot join automatically?

A supported auto-join setting exists alongside manual start. Confirm the event schedule, waiting-room behavior, provider, and host permissions before relying on it.

Can we stream to more than one destination?

The organizer can configure YouTube, Facebook, or custom RTMP destinations, including multiple destination entries. RTMP availability still depends on the active meeting-bot provider and valid stream credentials.

Are recording and transcripts always available?

They depend on the configured provider, meeting permissions, bot admission, processing success, and feature setup. EventHex shows the outputs and states available for that session; it does not guarantee every meeting will be captured.

How does virtual check-in work?

Organizers can enable a gated event link and opening window. The supported OTP path identifies the attendee and can connect the resulting virtual attendance to a registration.

Does EventHex support live captions and translation?

EventHex has live transcription and translation paths, but supported languages, attendee surfaces, and behavior depend on the chosen provider and session configuration. Confirm the exact requirement during the demo.

Map one live session

Bring your virtual or hybrid run-of-show to the demo

Show us the meeting platform, event format, streaming destinations, access path, and post-session outcome you need. We’ll walk through the matching EventHex workflow and qualify provider-dependent pieces before launch.

Book a Demo