Author: Create Webinar Team 2018-08-27
- Changing/Editing Profile Settings
- Managing Contacts
- Adding a BBB Server
- Creating Different Types of Webinars
- General Actions for Creating a Webinar
- Joining a webinar on a Mobile Device
- Changing Date and Type of a Webinar
- Joining a Webinar with Join Link or Webinar ID
In order to change your profile settings go to My Profile section in the sidebar.
In My Profile section you can upload your own avatar or choose among the standard ones. Besides your personal information, you can indicate a link to a website and your telephone number.
If you want to change your password, you can do so by clicking on the Change Password button in your profile section. Once you have finished, click the Save button to save the settings.
It is critical that you set your Time Zone information correctly in the corresponding section; otherwise incorrect time will be indicated in webinar invitations.
For setting your Time Zone information, first you should choose your country, and then select the right time zone from the dropdown list. In this section you can also choose your language preference.
Go to Manage your contacts section in the sidebar.
For adding new contact information, click on Add contact button and fill in the required fields – Email, First Name, Last Name, Comments, and, if required, choose the group of the contact from the already created groups. After you finish, click Save.
Those contacts that you add when creating a webinar and are not in your contacts list will be added there automatically.
When you click on Webinar List next to the contact name, you can see the list of webinars that a particular contact has participated in. You can also edit or delete contacts.
To add a new user group, click on Manage Groups. In the upper box enter the name of the new group and click Add. Same contact can be included in several different groups. To assign a group to a contact you should edit the information in the contact section.
Go to Manage your BBB server in the sidebar.
You can add an already deployed server for which you have an administrative access. Click on Add BBB Server* and a window with 3 fields for entering parameters will pop up.
Parameter values for server name, API URL, and shared secret are available to BBB server administrator. After entering the data you can test your BBB server using Check BBB API button. Then click Save and you will be notified about the successful addition of the server.
From User BBB servers menu in the Manage your BBB server section, you can manage your BBB server via SSH through opening terminal console.
After completing the mentioned actions, your account is ready for organizing webinars and participating as a listener.
NOTE* Adding a BBB server is required for organizing a webinar. If you are only planning to participate in webinars, then you don’t need to add a server.
Creating a webinar starts with clicking on Create Webinar section in the sidebar.
The service allows you to create webinars based on three different access types:
Open for all webinars allow anyone with a link to webinar to join it. The link generated for this type of webinar allows any user to enter your webinar without registration on createwebinar.com.
Approval required webinars require confirmation by organizer. After clicking the link to webinar, participant can request for participating in the webinar. The organizer either can approve or reject the request. For participating in a webinar both an organizer and a listener are required to have a service account on createwebinar.com
Closed list webinars are those in which only contacts who have received invitation can join, without the option of adding new participants. For participating in a webinar both an organizer and a listener are required to have a service account on createwebinar.com
The type of webinar is selected from the drop down menu from Type of Registration section.
All other settings in Create Webinar section are identical for creating any type of videoconference.
For creating a webinar you are required to have an account on createwebinar.com and BBB server added in the section Manage BBB servers.
Go to Create Webinar section in the sidebar. Enter the Title of the webinar and choose the type of BBB server. Choose Your server if you have your own BBB server. Select Server on demand to choose a configured and ready-to-use server with an hourly rate. If you choose Your server, then select it from the dropdown list.
Choose the type of the webinar from Type of Registration section. You can find details regarding the types described in Creating different types of webinars section.
In Webinar date and time field it is required to correctly enter the start time of the webinar taking into account the time zone specified in your profile.
Specifying the duration of the webinar in the corresponding field is not mandatory. If specified, the webinar will automatically be terminated after the set period.
Any information based on your preferences can be entered in Description field. This information will be visible to everyone and will be displayed on the right side group chat window during the webinar.
Next to Logout URL you can specify website where the listeners will be redirected after the end of the webinar when clicking the Quit button.
For creating rooms available for mobile devices switch Use HTML5 Client to yes position.
Now let’s get to the Additional parameters.
Tick the Recording checkbox if you want to have video recording option.
Moderator Only Message will only be visible to moderators - on the right side group chat window.
Checking Auto Start Recording starts the video recording as soon as the first listener joins webinar.
Allow Start/Stop Recording option allows moderator manually to start and stop webinar recording.
Checking Webcams Only for Moderator box gives the right of using the webcam only to the moderator.
Checking Join after moderator field does not allow participants to join webinar before moderator.
Now let’s look at the four options of inviting webinar participants.
One of the options is uploading contacts from excel spreadsheet by clicking on Load list of visitors button. You can download the excel template by clicking on the cloud icon on the right side of the button. After uploading the filled table, all the contacts will appear both in the Webinar visitors list at the bottom of the page and in the contact list of your createwebinar.com account in the chronological order of their addition.
The next option is useful if you want to add just one or several webinar participants without uploading excel spreadsheet. By clicking the Add single visitor button, you will see a pop-up window, which should be filled with participant information and saved by clicking the Save button. Added contact will be displayed in the Webinar visitors list at the bottom of the page and in the contact list of your createwebinar.com account.
Another option is to add all users from specific group. Click on the Add from groups… button. Choose one or several groups and click OK.
The next option of adding webinar participants is through your createwebinar.com address book by clicking the Add from contacts button.
When participants are added, you can click on the Add webinar schedule and send invites by emails button.
You should activate the webinar before the webinar start time. To do so go to the Schedule section in the sidebar and click on green Start webinar button. Createwebinar will ask you about webinar duration again.
NOTE: after the specified duration webinar will automatically be finished and webinar room will be closed.
Everyone included in the Webinar visitors list will receive an automated e-mail inviting them to participate in the conference.
To join the webinar both webinar hosts and listeners should have an account on createwebinar.com
Createwebinar is working on mobile devices without any application. Hosts do not need to download and install anything from AppStore or Google Play Market. Neither do the listeners. The only step required when creating a webinar is to remember to activate Use HTML5 Client option to allow participants to connect from their mobile devices.
The easiest way for participants to join a webinar on mobile device is to Join by Webinar ID located on the Dashboard section in the sidebar. Just enter the webinar ID and click join.
Participants can also join the webinar by follow the link in the invitation e-mail to confirm their participation and afterwards be redirected to the dashboard. Participants will have 2 options to join - either from the invitation table, or from the schedule next to the corresponding the webinar name.
You can change date and time of webinar only if you are the organizer of the webinar. Go to the Schedule section in the sidebar and choose the webinar that you want to edit. Press “Edit parameters” button.
Now you can change “Webinar date and time” parameter.
Press Save button to save the changes. You will be asked to confirm your action. Email notification about the changes will automatically be send to the participants.
Email notifications are automatically sent to participants if the organizer adds contact details when creating a webinar. Participants should follow the link to access the webinar information page.
Here participants can either accept or reject invitation. If accepted, participants will automatically be redirected to the Dashboard section in the sidebar, where they can press the Join button in the corresponding row to enter the webinar room.
Also, if invited, participants can join webinars from the Invitations menu of the Dashboard section without accepting or rejecting an invitation.
Participants can join webinars by entering ID in the corresponding box located on the Dashboard when webinar access type is set on Open for all.