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Managing Chat Rooms

Create and manage chat rooms for your event to facilitate networking and communication among attendees, speakers, and organizers.

Overview​

Chat rooms let attendees communicate in group conversations during your event. You can create different room types with specific access controls.

Access: Event Admin → Networking & Chat Management

Available room types:

  • General Chat (GLOBAL) - All attendees
  • Admin Only (ADMIN) - Admins and organizers only
  • Green Room (GREEN_ROOM) - Speakers, admins, and organizers

Key features:

  • Create rooms before or during your event
  • Enable/disable rooms as needed
  • Monitor active users and message counts
  • Reorder rooms with drag-and-drop
  • View chat conversations
Room Type Cannot Change

Once you create a room, its type (GLOBAL, ADMIN, or GREEN_ROOM) cannot be changed. If you need a different type, you must delete the room and create a new one.

Creating a Chat Room​

How to Create a Room​

  1. Go to Event Admin → Networking & Chat Management
  2. Click + Add Chat Room (top-right)
  3. Fill in the room details:
    • Room Name (Required) - 3-100 characters
    • Description (Optional) - Up to 500 characters
    • Room Type (Required) - Choose GLOBAL, ADMIN, or GREEN_ROOM
    • Enable room immediately - Toggle ON to activate now, or leave OFF to enable later
  4. Click Create Room
  5. The room appears in the appropriate section

Room Name Guidelines​

Good examples:

  • "General Networking"
  • "Speaker Coordination"
  • "Tech Discussion"
  • "Product Feedback"

Tips:

  • Keep it concise and descriptive
  • Make the purpose clear to attendees
  • Use title case for professionalism

Room Description​

Optional but recommended - Helps attendees understand the room's purpose.

Examples:

  • "A space for attendees to discuss emerging technologies and trends"
  • "Private room for speaker preparation and coordination"
  • "Connect with other product managers and share insights"

Room Types Explained​

General Chat (GLOBAL)​

Who can access: All event attendees

Use cases:

  • General networking
  • Broad discussions
  • Community chat
  • Topic-specific conversations open to everyone

Visual: Blue color coding

Admin Only (ADMIN)​

Who can access: Event admins and organizers only

Use cases:

  • Private team communications
  • Event planning discussions
  • Moderation coordination
  • Staff-only announcements

Visual: Violet/purple color coding

Green Room (GREEN_ROOM)​

Who can access: Speakers, admins, and organizers

Use cases:

  • Speaker preparation
  • Pre-event coordination with speakers
  • Speaker Q&A and support
  • Speaker-to-speaker networking

Visual: Teal color coding

Managing Existing Rooms​

Editing a Room​

  1. Find the room in your list
  2. Click the Edit button (pencil icon) or three-dot menu → Edit
  3. Modify the name and/or description
  4. Click Save Changes

What you can edit:

  • Room name
  • Room description
  • Enabled/disabled status

What you cannot edit:

  • Room type (GLOBAL, ADMIN, GREEN_ROOM)

Enabling and Disabling Rooms​

Individual room:

  1. Toggle the Enabled switch next to the room
  2. Room immediately becomes active (enabled) or hidden (disabled)

Disable all public rooms at once:

  1. Click Disable All Public Rooms button
  2. Confirm the action
  3. All GLOBAL rooms become disabled
  4. ADMIN and GREEN_ROOM rooms remain enabled

Use cases for disabling:

  • Prepare rooms before event start
  • Temporarily pause a room
  • Control when rooms become available to attendees
  • Manage room access during the event

Deleting a Room​

  1. Find the room in your list
  2. Click the three-dot menu → Delete
  3. Confirmation dialog appears
  4. Click Delete Room to confirm

Warning: Deletion is permanent and irreversible. All messages in the room will be lost.

Disable Instead of Delete

If you're uncertain about deleting a room, disable it instead. You can re-enable it later without losing message history.

Reordering Rooms​

Desktop: Click and drag the drag handle icon (six dots) to reorder

Mobile: Long-press a room card, then drag to reorder

How it works:

  • Rooms are organized by type (GLOBAL, ADMIN, GREEN_ROOM)
  • You can only reorder rooms within the same type
  • Order determines how rooms appear to attendees
  • Changes save automatically

Monitoring Chat Rooms​

Room Statistics​

Each room shows real-time information:

Active Users

  • Green dot indicator
  • Number of users currently in the room
  • Updates in real-time

Message Count

  • Total messages sent in the room
  • Updates with slight delay (few seconds)

Viewing Chat Content​

  1. Find the room you want to review
  2. Click View Chat
  3. The chat window opens showing the conversation
  4. Review messages for content, engagement, or moderation

Common Scenarios​

Scenario 1: Setting Up Rooms Before Your Event​

Goal: Create your room structure ahead of time

Steps:

  1. Click "Add Chat Room" for each room you want
  2. Fill in name and description
  3. Choose appropriate room type
  4. Leave "Enable room immediately" toggle OFF
  5. Create all your rooms in disabled state
  6. Enable rooms 30 minutes before event or when ready

Why: Prevents attendees from accessing rooms before you're ready, gives you time to review setup

Scenario 2: Creating a Topic-Specific Discussion​

Goal: Add a room for specific discussion topic

Steps:

  1. Click "Add Chat Room"
  2. Name: "AI & Machine Learning"
  3. Description: "Discuss AI trends, tools, and applications"
  4. Type: General Chat (GLOBAL)
  5. Enable immediately: ON
  6. Click "Create Room"

Scenario 3: Mid-Event Room Management​

Goal: Adjust rooms during the event based on engagement

Actions you can take:

  • Disable low-activity rooms to focus attendees
  • Enable additional rooms if needed
  • Reorder rooms to prioritize active ones
  • Add new rooms for emerging topics

Scenario 4: Emergency Moderation​

Goal: Quickly disable a problematic room

Steps:

  1. Find the room
  2. Toggle "Enabled" switch OFF
  3. Room immediately hidden from attendees
  4. Review chat using "View Chat"
  5. Decide to re-enable, delete, or keep disabled

Scenario 5: Post-Event Cleanup​

Goal: Archive or remove rooms after event

Options:

  • Disable all rooms - Preserve messages but prevent new ones
  • Delete unwanted rooms - Permanently remove (cannot undo)
  • Keep important rooms - Leave enabled for post-event networking

Troubleshooting​

Can't Change Room Type​

Problem: Need to change a room from GLOBAL to ADMIN

Solution:

  • Room type cannot be changed after creation
  • Delete the existing room
  • Create a new room with the correct type
  • Inform attendees of the change if room was already in use

Room Not Appearing for Attendees​

Problem: Attendees can't see a room you created

Solutions:

  • Check if the room is Enabled (toggle should be ON)
  • Verify the room type matches who should see it (GLOBAL for all attendees)
  • Refresh the attendee interface
  • Check if attendees have the correct role (for ADMIN or GREEN_ROOM)

Can't Delete a Room​

Problem: Delete button isn't working

Solutions:

  • Check your permissions (must be admin or organizer)
  • Try refreshing the page
  • Check if there's a confirmation dialog you need to respond to
  • Contact support if issue persists

Drag-and-Drop Not Working​

Problem: Can't reorder rooms

Solutions:

  • Make sure you're dragging within the same room type section
  • On mobile, use long-press before dragging
  • Check that you're clicking the drag handle icon (six dots)
  • Try refreshing the page

Active Users Count Seems Wrong​

Problem: Active user count doesn't match expectations

Info:

  • Count updates in real-time but may have slight delay
  • Only shows users currently viewing the room
  • Users who close the room are removed from count
  • Count may fluctuate as users join and leave

Best Practices​

Planning Your Room Structure​

Before creating rooms:

  • Decide which types you need (GLOBAL, ADMIN, GREEN_ROOM)
  • Plan 3-7 rooms for most events (avoid overwhelming attendees)
  • Create rooms in disabled state before event
  • Enable progressively as event progresses

Naming strategy:

  • Use clear, descriptive names
  • Avoid abbreviations attendees won't understand
  • Consider adding emojis for visual distinction (if supported)
  • Keep names concise (under 50 characters ideal)

Room Management During Events​

Best practices:

  • Monitor active users to gauge engagement
  • Check "View Chat" periodically for content quality
  • Disable low-activity rooms to focus attendees
  • Add rooms for trending topics if needed
  • Use "Disable All Public" only in emergencies

Descriptions​

Write effective descriptions:

  • Explain the room's purpose clearly
  • Keep under 200 characters for readability
  • Include any guidelines or expectations
  • Mention if the room is for specific topics or groups

Examples:

  • "Connect with fellow developers and discuss tech trends"
  • "Ask questions and get support from event organizers"
  • "Share product feedback and feature requests with our team"

Room Types Selection​

Choose wisely:

  • GLOBAL - Most common, use for general attendee networking
  • ADMIN - Keep sensitive discussions private
  • GREEN_ROOM - Support speakers and coordinate before sessions

Remember: You can't change type later, so plan carefully

Timing​

When to enable rooms:

  • Before event: Enable 30 minutes early for early arrivals
  • During event: Enable new rooms as topics emerge
  • After event: Keep some rooms open for post-event networking
  • Long-term: Disable or delete when no longer needed
Room Strategy

Create 3-5 GLOBAL rooms for different topics or interests, 1 ADMIN room for your team, and 1 GREEN_ROOM if you have speakers. Start with all disabled, then enable them 30 minutes before your event begins.