5h ago

Issues with 'Evergreen' events

Hi Ben and team, I’ve been testing how to use HeySummit for evergreen (pre-recorded) information sessions, and I’ve run into a few challenges I’d love your help with. 1. Replay Access Problem - When I set up an event to reschedule itself within an hour of its screening, attendees who missed the session don’t have the opportunity to view the replay. - Once a new session is scheduled, the replay link for the previous one disappears, which prevents people from catching up. 2. Workaround & New Issues - My current workaround has been to create a duplicate event for a few days later. This allows attendees to watch the replay in the gap between the two events. - However, this creates two major problems: - Email Repetition: I’ve set it up so people are enrolled in ‘all events’. But even if I mark attendees to be “cleared,” after an event they continue receiving repeat replay reminders for each duplicated event, which quickly becomes spammy. - Replay History Clutter: The event history shows multiple replays of the exact same pre-recorded video, which is confusing and unnecessary. 3. What’s Needed Ideally, the system should allow: - A single evergreen event that people can always sign up for. - A countdown timer for urgency, while still giving access to the replay if they miss it. - Replay history that doesn’t display the same video multiple times. - A way to ensure attendees don’t get enrolled into each “rescheduled” session and bombarded with repeat reminder emails. Could you advise if there’s a current solution or if this is something on your roadmap? At the moment, the limitations make it difficult to run seamless evergreen information sessions. Thanks so much for looking into this! Smiles Leah

Reviewing

4 hours ago

We’re going to be using Evergreen talks too, so I was a bit worried to read about the issues here. We want to do exactly the same as Leah. Content will replay on a monthly basis. Those who registered previously should ideally only have access to “Live” sessions for the dates they signed up for plus the replays. Those who sign up for subsequent (evergreened) sessions should have access only to the “Live” one that they registered for (and associated replays). From talking with Jerica, it seems that anyone who registers gets access to every run which is not ideal and really needs to be worked on. More importantly though, I don’t think anybody should log in and see duplicate replays because of the first issue! This looks messy and even buggy :) Is there not at least a quick solution for now wherein the team can implement a rule that provides replay access only to the talks relating to the dates that the person registered for?

4 hours ago

Hi @ben Yes, I had the Keep Replays on - but then a few issues - people see multiple replays of the same talk - I did click auto-clear registered attendees - but it didn’t solve it. Additionally - when I removed the ‘Sign up attendees to all talks’’ (2 in my case) to reduce the emails they get about all the upcoming Replays - then people didn’t choose a session and email to say they can’t access it - soooo there’s that - people not be savvy with this. Now because of the piled replays of the one event, I wanted to remove them and stop the Evergreen - which at its current state is not helpful at all for what I’m trying to achieve. Made the content Available on Demand. Couldn’t see a way to remove the multiple Replays, so I deleted both of the events - copied one to have - yet the old replays are still in the Attendee’s schedule. How do we remove those?

4 hours ago

Thanks Leah for the extra info. The best way to delete those replays would be to delete the talks themselves, as a replay is essentially a talk. If you're not sure which ones to remove, please reach out to our support team. They can look into the event for you and check which talks you have listed in your event, advising from there. From my side, I've made a note of your extra details here, and if we're able to make some improvements to the way that evergreen functionality works in the future, we'll refer back to this. Note that it's not on our immediate roadmap, but this is an area we'd like to tidy up at some point in the future. Thanks again for sharing your experiences. Very much appreciated.

4 hours ago

Hi Leah, thanks for sharing your experiences. Very much appreciated. Before we dig in a bit deeper, can you tell me if you have tried ticking the ‘Keep Replays?’ option and unticking the ‘Auto Clear Registered Attendees?’ checkbox? If you do that, it should retain access to the replays for existing attendees and those attendees, by virtue of them not being removed from the session afterwards, will not be notified about new ones scheduled in the future.

4 hours ago

I was just wondering how the evergreen function would handle recurring events yesterday. Great feedback, Leah.