Page Comparison

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Requirements and features 

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• Go to Collaboration -> Webinar
• Click Welcome located in the top left-hand part of the menu and select My profile 

• Change timezone/ language

  
  

• Click Update to save the changes: 

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(Optional, you can do it later) Invite participants: 

• Check the box Invite Participants

• Enter First Name, Last Name, Email, choose role(Audience or Speaker)

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• and click Add. Detailed information about adding participants is described in the Participants section

• Click Save in the lower part of the screen

Once saved, the scheduled meeting will appear on your Schedule (on the left panel, below Dashboard). 

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Note: You can also add participants from your Address Book. There are two ways to do it:

Just start typing the user’s name or email, choose the user from the drop-down list below, set role, and click Add.  

Or click the Plus icon next to email, find the user in the list, check the box in front of them (you can select multiple users), set role (the role applies to all users you choose), and click Add.

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Note: When you add participants, you always need to indicate their role:

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Edit or delete a scheduled webinar

After creating a webinar, you can edit or delete it in the Schedule menu. Click on the Schedule from the left-hand panel.

• To edit: hover the mouse cursor over your scheduled meeting and click on the Pencil icon (Edit meeting)

• To delete: hover the mouse cursor over your scheduled meeting and click on the x icon (Delete meeting)

Schedule a webinar - advanced options

1. Click on the Schedule menu from the left-hand panel 

2. Hover the mouse cursor over your scheduled meeting and click on the Pencil icon (Edit meeting):

   
   

3. Click Advanced options in the lower part of the screen:

Invite participants: add manually, import via CSV file, add from Address Book 

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participants participants

• Click on the Participants tab. In this menu, you can add participants to your webinar using on of three modes:

• 1 - add participants manually: enter user’s name (1), email (2), set a role (3) and click Add (4). By default, new contacts are automatically saved in Address Book, unless you change this behavior (see the additional control options in this section):

  
  

  Note
  Note: When you add participants, you always need to indicate their role: Speaker – someone who runs the webinar, broadcasts their audio and video and controls various aspects of the webinar.

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• There can be more than one speaker. Speakers have a number of privileges over other participants, which include: the ability to speak, show video, start the recording, manage other participants, use group chat for speakers, and more as you’ll see later in this guide

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• Audience – mostly passive listeners of the webinar. By default, they don’t have permission to speak, unless allowed by speakers. If needed, they can interact using chat in Conversations, Questions and Answers, etc. There is also an Account holder – someone who sets up the webinar and the only person who can edit the details of the event before it starts. Account holder belongs to Speakers of the

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Edit or delete a scheduled webinar

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• webinar

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• To edit: hover the mouse cursor over your scheduled meeting and click on the Pencil icon (Edit meeting)

• To delete: hover the mouse cursor over your scheduled meeting and click on the x icon (Delete meeting)

Schedule a webinar - advanced options

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Hover the mouse cursor over your scheduled meeting and click on the Pencil icon (Edit meeting):

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Click Advanced options in the lower part of the screen:

Import participants via CSV file and invite them

Click on the tab Participants:

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• by default.

  
  

• 2 - add participants from Address Book: you can add them one by one or select multiple participants. 

To add one by one, start typing participant's name or email, choose them from the drop-down list below, set role, and click Add. Or click the Plus icon next to email (1), find the user in the list, check the box in front of them (you can select multiple users) (2), set a role (the role applies to all users you choose), and click Add

• 3 - import participants: click on Browse to select the CSV file on

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• your PC (1) and click Upload to import the list of participants (2): 

  Note
  Make sure your CSV file is compliant with the required format: first_name, last_name, email, role (1 = speaker, 2 = audience), including headers. Example:  first_name last_name email role first_name_of_person1 last_name_of_person2 email@person1 1 first_name_of_person2 last_name_of_person2 email@person2 2 or download a sample CSV file: Sample Wizywebinar participants import.csv.

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• 
  

  
  

• Once imported, participants appear in the list of Speakers/ Audience, depending on their role: 

  
  

• When the list of participants

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• is complete, scroll down and hit Save: 

  
  

• A new dialog opens, make your choice, whether or not the invitation emails should be sent to the participants:  

  
  

Below the Browse button there are the following checkboxes providing you with additional control options:

• Add

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• new contacts to address book (1) - when enabled, all newly added contact are automatically added to Address Book
• Hide user count (2): when enabled, people in the audience can't see the total number and names of participants in the participants’ panel
• Hide all notifications in the live room/ in

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Participants appear in the list of Speakers/ Audience, depending on their role:

When the list of participants is complete, scroll down and hit Save:

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• recordings (3) - these options allow you to remove all non-critical UI notifications (e.g. when someone joins a webinar) from a session and  UI notifications from recordings correspondingly
• Display participants' names as (4) - decide how to display participants' name: full name, initials etc

Description, Agenda, Recurrent webinar, Calendar link or file

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Access control: Lobby and Early access

Click on the Access tab Access. In this menu, you can control the access permissions to your webinar:

• Private/ Public (1): if you choose Private, only registered/ invited guests can enter the webinar. If you choose Public, anyone with the link can join.
• Turn on lobby (2): this feature allows you to manage who enters the room. When enabled, participants show up in the lobby list and are held there, unless the webinar host allows certain participants to enter the webinar or decides to remove a participant from the list.
• Restrict early access (3): this option allows you to control how early participants can join the webinar.
• Make visible on your public page (4): this option lets you display all events scheduled from your account on a dedicated public page. Depending on registration requirements, users may be able to join or register for your webinars through this page.
• At the session login require guests to provide (5): choose which information to request from guests when they join the session via the link. Guests are those people who didn’t register for the webinar and weren’t invited via email, so they don’t have a private link to join.

Audio & Video: starting audio and video broadcast automatically 

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audiovideo audiovideo

Click on the tab Audio & Video tab. In this menu, you can decide whether other speakers or broadcasters should join a webinar session with the possibility to automatically enable audio and video 

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Registration: allowing participants to register for a session

Click on the the Registration tabRegistration.   In this menu, you can activate a registration page for participants. To activate it, check off Allow registration or Require registration. There are predefined fields, but you can customize the way the registration page should look like:

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To see the list of those who have registered or were invited to your webinar, go to the Reports tab and download the CSV or Excel file. You can find more information about reports in the Statistics section of this guide.

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Send

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invitations: Customizing invitation email, reminder and follow-up emails

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Send Invitations Send Invitations

Click on the Send invitations tab Send Invitations. In this menu, you can customize the email sent out to the participants:

• Send a customized invitation email (1): here you can customize the content of your initial invitation email. Once you check this option, an Email Content window opens, where you can type in the desired content of the custom invitation email. :
  

When customizing content of the invitation email, you can use the following variables:

• • {first_name} - invitee's first name
  • {last_name} - invitee's last name
  • {company} - invitee's company
  • {user_first_name} - your first name 
  • {user_last_name} - your last name
  • {user_company} - your company
  • {user_email} - your email
  • {start} - start time of the event
  • {timezone} - timezone
  • {topic} - event name/topic
  • {description} - description of the event
  • {agenda} - agenda of the event
  • {personal_link} - personal invitation link identifying the invitee
  • {event_registration_link} - access link to the event, may require user to enter name
  • {session_link} - session friendly link
  • {password} - session password
  • {event_page_link} - event page link
  • {join_button} - join button
  • {agenda_files} - block containing links to attached files
  • {ics_link} - link to the calendar file

• Send a reminder email/ second reminder email (2): here you can decide when the first and the second reminder emails should be sent, as well as the content of these emails.
• Send a follow-up email to attendees/ absentees (3): customize emails to be sent out to those who attended the webinar, and to those who were invited but didn't attend.
  When configuring reminder and follow-up emails, you also have an option to attach files and send a copy of the emails to yourself.
  
• Send a list of invitee join links to myself (4): tick it off if you want to receive a CSV file with the join links of all invitees to your account email.
• Email Header/ Footer (5): upload a custom image that should be used as a header or footer.
  Requirements to the image: 
• Recommended dimensions: 200px wide, 50px high (Maximum: 600px wide, 600px high)
• Format: png is preferred. gif and jpg will be auto-converted to png. 
• Filesize: Max 512 KB

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Click on the Camera and Microphone icons on the left panel to enable them:

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You can additionally activate HD video and reduce screenshare bandwidth  in Video and audio settings (see below).

To access Camera, Microphone and Speakers settings:

1. Click on the Settings button (Gear icon) at the bottom of the left panel -> Video and audio
2. Click on Video and Audio tab:tab
3. Change the desired settings
4. Click Apply to save the changes

Managing the Participants

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1. Click on the Participants icon

2. Click Mute all located in the lower left-hand part of the screen

3. A new dialog opens, confirm by clicking Mute all:

   
   

Ask user to unmute

Ask user to unmute is an option available to speakers, which allows them to ask another speaker to unmute their microphone:

1. Next to the relevant speaker's name click the muted microphone icon. Then, on the pop-up window that appears, press the Ask to unmute button:

   
   

   
   

2. The speaker is then prompted to unmute:
   
   

   
   

Conversations

Conversations panel is where you can interact with your Audience, and where they can interact with you and each other throughout the meeting.

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To access Content library, click on the Graph icon on the left panel:

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. By default, there is Shared Files folder

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. In this folder you can find all media that you shared with other speakers or which was shared with you:

Upload file and share it with the Audience

1. Click on Create new in the upper part of the Content library panel. Click Upload file from the drop-down list and select the file to upload
   

   NoteNote: The files and links you upload to your Content library remain in your Wizywebinar account even after the event is over, so you can further reuse them in other webinars.

   and select the file to upload
   

2. Once the file has been uploaded, share it with the Audience 
3. Option 1. You can double-click the file you want to share

4. Option 2. You can hover the mouse cursor over it and click on the Eye icon next to the name of the file

   . File preview opens.

   Click 

   Click Show from the file preview to

   show that file to the audience: 

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1. show that file to the audience: 

   
   

2. You can allow the Audience to download the shared file: click on the Lock icon next to the Download Arrow to give permission:

To stop sharing the file,  click the X button at the top right of the screen: 

You also have an option to share a file from URL without uploading it or a web app: click on Create new and select the corresponding options from the drop-down list: 

You can use the same set of tools available for the Whiteboard (on the right-hand side of the screen), to annotate your documents:

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You can share media of your Content library with other speakers. To do this, click on the three dots next to the necessary file and press Share:

The shared file is then marked as shared and is added to the Shared files folder:

The speakers you’ve shared the file with, can access it in their Shared files folder, download, and show it to the audience.

To unshare a the file, click on the three dots -> Unshare:

Play a YouTube video 

1. Click on Create new in the upper part of the Content library panel. Click Add YouTube video from the drop-down 
2. New dialog Add YouTube video opens, enter the URL of the video into the input field and click Add
3. Double-click on the name of the video to show it to the Audience:

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To access your recordings:

1. Open Wizywebinar tab in Collaboration
2. Click Recordings from the left panel
3. Double-click on the file to view the recording. Hover the mouse over  and click the green arrow-down icon to download it:

End a webinar session

To end a webinar session, click on the Leave/ End session button (Exit icon) from the left panel:

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Change layout

Participants, including speakers and audience, can choose one of the pre-defined layouts to view the content:

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• Open Settings -> Workspace, check the box Enable forced layouts and click Apply

• Hover the mouse over the Screen icon in the bottom right-hand part of the screen and click Layout mode:

  
  

• In the Layout mode, you can either arrange menus manually or choose one of the 10 predefined layout templates

• For manual arrangement, select the menus that you would like

  your Participants to view: Participants, Questions & Answers, Conversations, Content library 

  Warning
  Important: The Audience will only be able to access the menus that you add to your Forced layout. For example, if you don't add Conversations menu, they won't be able to access chat.

  NoteNote: Speakers can still access other menus (for example, Participants, Conversations, Questions and Answers, Content Library) even if they are not pinned in Forced layouts. 

  your Participants to view: Participants, Questions & Answers, Conversations, Content library

• If you want to choose one of predefined layout templates, click the star icon to the left of the the Apply layout and Cancel buttons and Cancel buttons:

  
  

• Choose the preferred layout template:
  

  
  

• Remember that you can also resize and rearrange the elements of your workspace (explained in chapter Change layout). For example: 

  
  

• When you are happy with the layout, click Apply layout in the bottom right-hand part of the screen

Remember that the Audience can only see the locked menus. In the example below, Audience can only access Conversations and Questions & Answers, but they can't access Participants and Content library:. As a Speaker, you can still access other menus (for example, Participants, Conversations, Questions and Answers, Content Library) even if they are not pinned in Forced layouts. 

To change forced layout (Option 1):

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1. Click on the Schedule tab from the left panel and then hit history tab. In this menu you can view all the past webinar sessions 
2. Hover the mouse cursor over a webinar and then click on the Pencil icon

3. Click Advanced options:

   
   

4. Open the Reports tabReports. Here you see the Summary Report and you can download it in CSV or Excel:

   
   

   In the report, you can find information about attendees: whether they were invited, registered, or joined as guests, whether they attended or missed the webinar, as well as the details they provided when registering or joining the webinar. 

Usage stats

In Collaboration -> Webinar tab, open the tab Usage Statistics tab located on the left panel. Here you can see the total duration of connections per day and the total number of users joining across all sessions per day:

• Click on plot points to see the detailed report: the overall duration of participants' staying in a particular webinar session and the exact time the joined and left the session:

Integration with Wizyconf HW Station

Starting from Wizyconf App v 1.2.16, Wizyconf Station integrates with Wizywebinar, consult this documentation for details.