Startup Guide - Let's Create Your First Event

• You can either create an event or duplicate an existing event from another event. Visit this guide (Click Me).

• While editing an event, you can also save the event as a Draft so you can edit it later on. Visit this guide (Click Me).
  

⚠️DO NOT⚠️
If you duplicate an event, DO NOT DELETE DRAFTS (it auto-saves one). This will delete the original event.

To create a new scheduled webinar, click the “+” button on the Dashboard to open the Webinar Creator: There are 5 Tabs to go through when creating a webinar, summarized below:

This is the basic information for your webinar, including the Title (with image), Description text, and Date/Time information. You will also set the approximate duration of the webinar (for calendar scheduling purposes) and when you want your Attendees to join in (either 15 or 30 minutes early).

Here you will assign Organizer and Presenter access to the Webinar. Your user is added as an Organizer by default, and you can add new Presenters by clicking the “+” card and entering their personal info. Organizers have more access to Webinar tools than Presenters, which will be explained in more detail.

💡TIP
When you create a new Presenter, they will automatically be added to your Admins list, which can be found 
When you create a new Presenter, they will automatically be added to your Admins list, which can be found later by clicking your Profile Icon and selecting Admins.

This is where you will set your essential room functions. It is very important for you to go over each setting on this page and make sure they are set to your liking.

💡TIP
If you have any questions about what a setting does, click the “?” icon next to the setting to get more information.
If you have any questions about what a setting does, click the “?” icon next to the setting to get more information.

General Settings

1. Privatize Chat: Enabled by default, keeps attendees seeing messages of other attendees
2. Chat Window Active: Brings the chat window 
3. Record Webinar: Enabled by default to prevent hosts forgetting to record. On-demand option is available
4. Enable Q&A: Enables the questions and answers module
5. Custom Questions at Registration: Add your own questions to the registration form
6. Track Registration Sources: Create trackable registration links.

Advanced Settings

1. Open Link at the End of Event: Opens a landing page at the end of an event
2. End Webinar Feedback Survey: If option 1 is used this isn't available. If enabled, this sends a default survey of 5 questions. This cannot be modified
3. Attendee Interactions: Promote an attendee to a presenter with mic/cam permissions
4. Enable Attendee Interactions: Enable Popup checks to see if attendees are really viewing the webinar. The popup intervals can be customized
5. Use Certificates: Issue certificates to attendees (Must configure the certificate template in Account section)

Here, you will finalize your settings by viewing a preview of your registration page. You can always go back to previous tabs using the navigation links at the bottom of the page and amend any settings you see.

• Banner Image: This allows you to set a Banner Image for your Registration Page. The default image size for these images is 500x218 pixels. Using an image larger than that will allow you to pan and crop the image to a specific section.
• Banner/Button Color: This allows you to set a custom color for your banner background and the Register button on your registration page.
  (By default, this color is the one set on your Account Settings page)

• Custom Lobby Image: Choose an image for the webinar lobby. If left empty, the default lobby screen will be shown. The default screen can be modified in-room. 
• Webinar Banner Image: Add a persistent banner at the top of the room that shows up throughout the webinar.

• Replace Confirmation Email Body Text: This allows you to replace the default text placed into the Confirmation Emails with your own custom text. This will be a plain-text paragraph near the top of the email, just below your logo.
• Send Event Reminders: This allows you to set automated reminder emails to be sent to registrants days (up to 3) and/or hours (up to 6) before the start of your event.

This page contains the access links for your webinar, including all tracked registration sources and Presenter/Organizer-specific links.

• Save Draft: Saves a draft of the event that can be edited later. This draft is not yet active, and the registration links have not yet been created
• Publish: This makes the event active and generates all registration and access links needed for your Presenters and Organizers.

• Push Changes: This commits all changes made to the event and notifies all Organizers, Presenters, and Registrants of the changes via email.

• Under the Onetime Events, if it occurs only once
• Under the Recurring Events, if it occurs more than once
  
• Under Current Events, if it occurs within an hour.

1. From there, click Enter to join the webinar room
2. Or else, go back to the dashboard -> Find the event card (container) under the appropriate category -> Click the Enter button.

Prep Mode

Entering Prep Mode loads the webinar environment in your browser, allowing you to use the environment just as you would during a live event (except with no Attendees present). While in Prep Mode, you will add Content Blocks to the Storyboard and sets up your webinar workflow to use during your Live Webinar.

1. Click the Storyboard item in the left margin 
2. Click the “Add Content Block” card. 
3. Here, you can click an available Content Block type and set up each piece of content individually. There are a 9 different Content Blocks to choose from. Most useful ones are listed below.

You must decide and plan the media modules ahead of time, and the resources such as slides, and files. A popular media module line up is as follows.

Slides: Slide and PDF presentation content uploaded from your computer

• This is probably the main type of content you will use for your webinars
• Slides can be uploaded from PowerPoint, PDFs, or other file types. The content will be converted to a PDF once uploaded. All slide transitions and animations for PowerPoint files will be removed
• You can set the content to be available for Attendee download

• You can create and save many surveys using this content block
• Any surveys you create in one webinar will be available to use in any future ones
• You can delete unwanted surveys here if desired

• Uploaded videos are converted to MP4 format and optimized for streaming during your webinar. 1080p and 2160p (4K) videos are converted to 720p
• You can preview a video before adding it to your Storyboard by selecting Preview from the “…” menu

• It may require a Flow Screen Sharing Extension to be installed for the Chrome browser
• You can choose to show your entire screen or a specific application window

• In addition to the Presenter (Private) and Attendee (Public) chat tabs, this adds a third tab for content-specific questions, while a Q&A Content Block is active
• Questions can be set to private and/or forwarded to all participants if desired. They can also be liked by Attendees and marked as answered by Organizers

• BIOs: Shows a set of BIOs of presenters (fetched from the Bio section in each presenter's profile)
• Webcam Module (roundtable): Multiple webcam roundtable on main deck (like a Zoom meeting)
• Web Content Block: Displays web pages, YouTube, demos and walkthroughs alike
• Whiteboard: To type, draw, and do many more.

💡TIP
Each content block has its own settings, though some are common amongst all of them. Please go over each 
Each content block has its own settings, though some are common amongst all of them. Please go over each block’s settings carefully to ensure they are set up to your liking.

Once you add a Content Block to your Storyboard, you can click/drag them around to change their order from top-to-bottom, edit their content with the Edit button, or delete unwanted blocks with the Delete button.

💡Tip
Drag and Drop Storyboard Items to change the order
Drag and Drop Storyboard Items to change the order

1. Testing Microphone/Webcam/Storyboard: While in Prep Mode, you can have other Presenters join you to test out their microphone and webcam performance by using the links provided to them after you created the Webinar Event.
2. Microphone/Webcam Controls: Microphone and Webcam controls are at the bottom of the left and if you need to change your device, you can do so from the main Options menu at the top right (the Gear Icon).
3. Storyboard: Test the Storyboard and AutoFlows (pre-recordings). Make sure presenters are assigned properly to the SB items. When each item is launched, the assigned parties go on-air.
4. Remote Control: View and control other Presenters’ webcams and microphones by clicking the AV Controls item in the left, below the Storyboard.
   
5. Ending the Dry Run: You can end Prep Mode by clicking the End Prep Mode button at the bottom of the Storyboard Content Block list. This does not end the actual event.
   

Once you have your Webinar Event Card created, you can start marketing the event to your audience.

During Webinar Setup, you can choose to track different sources where you place (see Section 1.1.3).

Your registration links allow you to see which sources generate the most traffic. We have some popular sources pre-configured, like Facebook, Twitter, and others, but you can also set up custom sources for your own website or virtually anywhere else you plan on placing registration links.

1. Click the “…” button at the top right of the Event Card
2. Click the Summary link. 
3. Copy any of your links from that page and send them off

💡Tip
On the Registration Page, registrants can share the event with others. You can disable it from the Account page.
On the Registration Page, registrants can share the event with others. You can disable it from the Account page.

Traffic from these sources can be viewed by clicking the Report option on the Event Card. This will load your Event Report page.

You can view the report before and after the event. 

• Answers to Custom Questions: You can also read the answers to any custom questions asked on your registration page ahead of your event date.

• Registration Data: Registration information is available before the event, including the CSV download option (includes more data)

• Source Tracking: You can track where your registrations are coming from via the Track Registration Sources section (under the Participant Details table and CSV) and geographically using the included map

• At the end of the event: The report page will show a participant timeline and other attendance information, including attendance duration, survey results, and much more. You can export this data into Excel (CSV) spreadsheets for use outside this report page and download a consolidated PDF if needed.
  

• Click the “…” button on the Event Card
• Clicking the Duplicate link. 
• This will load the same event content previously entered for the original event but will force you to pick a new event date and time. It will also give you the opportunity to copy overall Storyboard content or start fresh with an empty Storyboard.

• Click the “…” button 
• Click Delete
• You will need to confirm the deletion for it to be final.

Read the full guide here...

At this point we end the Creating Your First Event segment. Let's learn how to Add Content to it through Storyboard. Click here to learn more!

Schedule a Personal Demo, if you need help with organizing an event. Click here to schedule.