UJ-M-012: Join Online Event

Member joins a virtual event via Zoom or other online platform

Journey Overview

Attribute	Value
Journey ID	UJ-M-012
Actor	Registered event attendee
Goal	Access and participate in online/virtual event
Trigger	Online event is starting or attendee ready to join
Outcome	Attendee successfully joins and participates in virtual event

Preconditions

• Member has valid registration for online event
• Event is scheduled for today or meeting room is open
• Member has compatible device and internet connection
• Zoom/meeting app installed (if required)

Journey Flow

Detailed Steps

1. Receive Event Reminder

   Member receives notifications:

   Timing:

   • 24 hours before: Email reminder
   • 1 hour before: Email + push notification
   • 15 minutes before: Push notification
   • Event start: Final notification

   Reminder Contents:

   • Event name and time
   • “Join Now” button/link
   • Calendar reminder suggestion
   • Technical requirements
2. Access Event / Ticket

   Member can join from multiple entry points:

   Source	Action
   Email	Click “Join Event” button
   Dashboard	Click event in “Today’s Events”
   My Tickets	Click “Join” on ticket
   Calendar	Click meeting link
   Push Notification	Tap notification

3. Join Meeting

   Before Meeting Opens:

   ┌─────────────────────────────────────────┐
   │ Annual Conference 2025 - Online         │
   │                                         │
   │ The meeting room will open in:          │
   │                                         │
   │         ⏱️ 14:32                        │
   │                                         │
   │ You'll be redirected automatically      │
   │ when the meeting starts.                │
   │                                         │
   │ [Add to Calendar]  [Test Audio/Video]   │
   └─────────────────────────────────────────┘
   

   When Meeting Opens:

   • Auto-redirect to Zoom/platform
   • Or click “Join Now” button
   • Meeting link revealed to registered attendees only
4. Enter Meeting Room

   Zoom Flow:

   1. Browser or Zoom app opens
   2. Enter display name (pre-filled if possible)
   3. Enable/disable camera and microphone
   4. Click “Join Meeting”
   5. Wait in waiting room (if enabled)
   6. Host admits to meeting

   Authentication:

   • Email used for registration passed to Zoom
   • Enables attendance matching
   • May require Zoom account (depends on settings)
5. Participate in Event

   During event, member can:

   • View presentation/screen share
   • Use chat for questions
   • Raise hand (Q&A)
   • Participate in polls
   • Join breakout rooms
   • Enable/disable video
   • Unmute when called on
6. Attendance Tracking

   System tracks participation:

   Metric	Tracked
   Join time	When entered meeting
   Leave time	When exited meeting
   Duration	Total time in meeting
   Attention	Poll responses, chat activity

   Attendance Rules:

   • Minimum duration for “attended” status
   • Partial attendance may prorate CPD
   • Multiple joins/leaves aggregated
7. Post-Event

   After event ends:

   • Exit meeting room
   • Feedback survey (if configured)
   • Recording available (if recorded)
   • CPD points awarded
   • Certificate generated

Technical Requirements

System Requirements

Requirement	Minimum
Browser	Chrome, Firefox, Safari, Edge (latest)
Internet	1.5 Mbps up/down for video
Audio	Speakers or headphones
Video	Webcam (optional for attendees)

Zoom Requirements

• Zoom app recommended (better experience)
• Browser join supported (limited features)
• Mobile app available for phone/tablet
• Zoom account optional (depends on host settings)

Troubleshooting

Common Issues

Issue	Solution
Can’t find join link	Check email, My Tickets, or Dashboard
Link not working	Ensure logged in, try different browser
Zoom not opening	Install Zoom app, or use web client
Audio issues	Check device settings, try headphones
Video issues	Grant camera permissions, restart browser
Kicked from meeting	Check if meeting ended, rejoin if ongoing
Waiting room stuck	Wait for host to admit, contact organizer

Pre-Event Testing

Members can test setup before event:

┌─────────────────────────────────────────┐
│ Test Your Setup                         │
├─────────────────────────────────────────┤
│                                         │
│ [Test Audio]  [Test Video]              │
│                                         │
│ ✅ Speakers working                     │
│ ✅ Microphone working                   │
│ ✅ Camera working                       │
│ ⚠️ Zoom app not detected - Install     │
│                                         │
│ [Join Test Meeting]                     │
└─────────────────────────────────────────┘

Recording Access

If event was recorded:

1. Recording processed after event
2. Notification sent when available
3. Access via event page or “Past Events”
4. Download or streaming options
5. Transcript and chapters (if AI-processed)

Related Entities

• Event
• Event Ticket
• CPD Record

Related Journeys

• UJ-M-011
• UJ-M-007
• UJ-M-015

Acceptance Criteria

Frontend

• Join button on ticket (enabled when meeting open)
• Countdown timer before meeting opens
• Pre-event testing tools
• Technical requirements display
• Troubleshooting guide link
• Mobile-responsive join flow
• Post-event recording access

Backend

• GET /api/events/{id}/meeting-link - Get meeting URL (auth required)
• Meeting link hidden until registration verified
• Zoom attendance import integration
• Attendance duration calculation

Permissions

• Only registered attendees can access meeting link
• Link revealed only within join window

Business Rules

• Meeting link hidden until X minutes before event
• Attendance tracked via Zoom import or manual
• Minimum attendance duration for CPD credit
• Recording access based on registration

Error Handling

• Clear message if not registered
• Helpful error if meeting hasn’t started
• Fallback instructions if Zoom issues