Virtually

Brief Overview of Virtually

Virtually is a specialized event management platform designed to handle the logistical backend of cohort-based courses and virtual communities. It addresses the complexity of organizing live events by putting program calendars on autopilot. The software serves as a central hub for generating conference links, managing guest lists, and sending automated reminders. By consolidating these tasks into a single platform, it reduces the need for fragmented toolsets. Creators can focus on hosting sessions while the system manages the technical infrastructure of the classroom. This live streaming software and broadcast quality management tool ensures that the administrative side of education remains efficient as programs scale. It provides a comprehensive multistreaming solution for educators who need to sync their events across various calendars and communication channels.

Virtually Key Features for Content Creators

• Automated Zoom Attendance Tracking: The software accurately detects when members join and leave live sessions, even if they are not logged into Zoom. This eliminates the need for manual roll calls and provides detailed reports on student engagement. Instructors can see exactly how many minutes each student spent in a session, allowing for precise performance tracking.

• Dynamic Roster Syncing: Any changes made to the student roster automatically reflect on the program calendar. This ensures that guest lists and event invites remain up to date without manual intervention. It eliminates the risk of missing new students or including those who have left the program.

• Automated Communication Workflow: Users can schedule automated email invites, custom reminders, and follow-up messages for every event. This feature helps maintain high attendance rates by keeping students informed throughout the course duration without the instructor needing to send manual emails.

• Advanced Security Controls: The platform includes built-in security to block unwanted visitors from attending live sessions. Creators can customize security preferences and receive notifications regarding potential breaches. This ensures that only authorized students can access the educational content.

• Student Health Dashboard: An analytics interface provides insights into student performance and session trends. It allows instructors to identify star students or send nudges to those who may be falling behind. The dashboard aggregates data from multiple sessions to show long-term engagement patterns.

• Extensive Tool Integrations: The system connects with a wide range of existing tools including Google Calendar, Slack, Circle, and Airtable. It also provides API access and Zapier support for syncing data with custom CRMs or internal databases. This allows for a video production workflow that fits into existing business systems.

• Segmented Event Scheduling: Instructors can segment members to target specific groups when scheduling Zoom sessions. This allows for tailored learning experiences within larger cohorts, such as breakout groups or specialized workshops.

• Conference Link Generation: The platform automatically generates and distributes conference links for all scheduled events. This removes the manual step of creating individual meeting IDs for every class session and ensures students always have the correct link.

• API and SQL Access: For advanced users, the platform offers direct API access and SQL integration. This enables custom data analysis and the ability to build bespoke reporting tools on top of the existing attendance data.

• Automated Feedback Loops: By automating follow-up emails, creators can easily collect surveys and feedback after each session. This helps in the continuous improvement of the content creation workflow and course quality.

Virtually Target Users & Use Cases

Virtually is designed for educators and community leaders who manage live, online interactions at scale. It is particularly effective for high-growth programs that have moved beyond manual spreadsheets for logistics. The platform supports various content types, from technical coding bootcamps to creative workshops.

• Primary creator types: This includes cohort-based course founders, online school operators, and community managers. It is used by prominent creators like Ali Abdaal for managing large-scale student communities.
• Experience level: The tool is accessible for beginners who want to automate basic tasks but offers advanced API features for technical teams.
• Team size: It supports solo creators managing their first cohort as well as larger teams of 8 or more people managing hundreds of students.

Specific use cases:

• Coding Bootcamps: Organizations like Avion School use the tool to manage multiple simultaneous cohorts and save over 8 hours per cohort on attendance tracking.
• Creator-Led Courses: Professional creators utilize the platform to scale student communities to over 1,500 members while maintaining a personalized feel.
• Online Communities: Community managers use it to automate event announcements and track member participation across various live sessions on platforms like Circle.
• Alumni Management: Large-scale programs use the software to keep alumni engaged through ongoing event schedules and automated reminders.
• Professional Development Programs: Corporate trainers use the platform to track employee participation in mandatory live training sessions.
• Virtual Summits: Event organizers use the scheduling and link generation features to manage complex multi-session virtual events.

How to Get Started with Virtually

1. Register for a free account to access the event management dashboard.
2. Connect the platform to existing Google Calendar and Zoom accounts to enable automation.
3. Import or sync the student roster via integrations like Airtable, Salesforce, or Google Sheets.
4. Schedule the first live session and configure automated reminder settings for the cohort.

Frequently Asked Questions About Virtually

• Is Virtually free to use? Yes, there is an option to get started for free to explore the core features.
• Does it track attendance if students aren't logged into Zoom? Yes, the tool accurately detects joins and leaves even for participants not logged into a Zoom account.
• Which communication tools does it support? It integrates with Slack, Gmail, Circle, and SMS for sending announcements and reminders.
• Can I sync data to my own CRM? Yes, the platform provides API access and integrates with Salesforce and SQL databases for data portability.
• Does it work with Microsoft Exchange? Yes, the software supports connections with Microsoft Exchange for calendar management.

Bottom Line: Should Content Creators Choose Virtually?

Virtually is a robust solution for educational entrepreneurs who need to scale their live event operations. It excels at removing the manual labor associated with Zoom logistics and attendance reporting. The platform is best suited for cohort-based programs and bootcamps that require deep integration with their existing tech stack. By automating the small logistical details, it allows instructors to prioritize student outcomes and community engagement. While it is highly specialized for live events, its ability to sync with various databases makes it a flexible choice for growing online schools.