Before creating a webinar session, you you can change the Wizywebinar web interface language and timezone settings:
Go to Collaboration -> Webinar
Click Welcome located in the top left-hand part of the menu and select My select My profile
Change timezone/ language
Warning
Make sure the timezone corresponds to the one a webinar is going to take place in.
Click Update to save the changes:
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Create a webinar
You can start a webinar in just several clicks: open Webinar tab in Collaboration and hit the Meet Now button located in the top right-hand part of the menu.
If you need more sophisticated scheduling options, keep on reading:
Click New Meeting button:
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Fill out mandatory fields: Topic, Start date and Duration:
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Warning
Important: When scheduling a webinar, please check the timezone and make sure it corresponds to the timezone the meeting is going to take place in. If you need to change the timezone, click change.
(Optional) Set Password and Friendly URL:
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Note
Password: If you would like your webinars to be more protected, you can generate a password for them. You have the choice to make up a password or click on Generate button and a password will be created for you. Once you share the Webinar link with link with a participant, remember that you need to give them the password too.
Friendly URLFriendly URL: You can customize the URL of your webinar. Otherwise, a random session ID will be created for you.
(Optional, you can do it later) Invite participants:
Check the box Invite Participants (1)
Enter First Name (2), Last Name (3), Email (4), choose role (Audience or Speaker) (5) and click Add button (6). Detailed information about adding participants is described in the Participants section
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Click Save in Click Save in the lower part of the screen
Once saved, the scheduled meeting appears on your ScheduleSchedule (on the left panel, below Dashboardbelow Dashboard).
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 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). If you want to inform your invitees about the webinar cancellation with an automated email, click Yes, update them button
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Note
In this menu, you can see webinars scheduled by all the users, but you can edit and deleted only webinars scheduled by you.
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Schedule a webinar - advanced options
Click on the Schedule menu from the left-hand panel
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:
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Invite participants: add manually, import via CSV file, add from Address Book
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Click on the Participants tab. In this menu, you can add participants to your webinar using one of 3 modes:
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1 - add participants manually: enter user’s First name (1), Last name (2), email (3), set a role (4) and click Add button (5). By default, new contacts are automatically saved in Address Book, unless you change this behavior (see the additional control options in this section):
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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. 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
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 webinar by default.
2 - add participants from Address Book: you can add them one by one or select multiple participants
Click the button Add from Address book: Image Modified Select participants (1) and click Add (2): Image Modified Note: Participants are added to the group (Speakers/ Audience) chosen above. So, if you want to add users from Address book to another group, make sure to adjust the setting accordingly:
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3 - import participants: click on Browse to select the CSV file on your PC (1) and click Upload button 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.
Once imported, participants appear in the list of Speakers/ Audience, depending on their role
When the list of participants is complete, scroll down and hit Save button:
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A new dialog opens, make your choice, whether or not the invitation emails should be sent to the participants:
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Below the Browse button there are the following checkboxes providing you with additional control options:
Add new contacts to address book (1) - when enabled, all newly added contacts are automatically added to Address Book
Hide user identities and 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 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
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Description, Agenda, Recurrent webinar, Calendar link or file
In the first tab (Schedule), you have the following options to customize your webinar:
Set a webinar as a Recurring event (1)
Add Description (2)
Add Agenda (3)
Decide whether or not to attach a calendar link/ file to the invitation email (4)
Note
*Calendar (or .ics) files can be used so that participants can easily import Meeting dates/times into their calendars in applications such as Outlook and Gmail or add it to their smartphones calendars.
Warning
Important: If you plan to customize an invitation email, the option of attaching a link doesn’t work. For customized emails, you can:
Access control: Lobby, Early access, and Break-out rooms
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Click on the Access tab. 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
Enable break-out rooms (2): the feature allows you to split participants into smaller groups.
Turn on lobby (3): 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 (4): this option allows you to control how early participants can join the webinar
Make visible on your public page (5): 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
Password-protect any recordings associated to the session (6): enable password protection of meeting recordings
Enable chat emojis (7): allow using emojis in chat
At the session login require guests to provide (8): 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
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If you enable Break-out rooms, you have two options:
Pre-assign breakout rooms when scheduling a webinar
Create breakout rooms during the webinar
To pre-assign breakout rooms:1.
Click Create room:
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Enter room name and click save. Create as many rooms as you need.
Note
Note: You can create up to 300 breakout rooms. After naming a breakout room, you can add the participants assigned to that breakout room.
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To add users to a room, click Assign user: Image Modified
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Add users to your rooms:
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To pre-assign breakout rooms using a CSV file:1.
Click
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on Create rooms from CSV:
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Download the attendee list CSV file template and modify it accordingly (the file columns should follow the format: room_name, first_name, last_name, email):
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Click Browse and select the modified file
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Once the file has been uploaded, click Save
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For break-out rooms, you have the following settings:
Set time limits for Breakout rooms
Allow audience users to freely move around breakout rooms
Allow everyone to broadcast
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Audio, Video and Content: starting audio and video broadcast automatically; setting default layout
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Click on the Audio, Video & Content 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:
Allow users to mute/unmute/solo individual streams locally (3): allow participants to mute/ unmute all/ individual speakers/ broadcasters
Allow maximum one content piece opened (4):if enabled, any piece of content loaded from the Content Library is displayed in the Stage area, entirely replacing the previously loaded content regardless of type. In other words, the Stage area can never be split with multiple content pieces.
Default Layout (5): set the default layout for the session (Full screen, Tiled, or Thumbnail)
Panels position (6): choose the position of panels (Participants, Content Library, Q&A, Chat and Notes) in the session
Tile and thumbnail behaviour (7): define visibility of tiles and thumbnails containing broadcaster’s initials depending on the state of their camera and microphone (applies only to users with broadcast permissions and affects sessions and recordings)
Whiteboard (8): you have an option to choose which Whiteboard to use, the old one (Whiteboard 1) or the new Whiteboard 2 (default one)
Hide left panel in recordings (9): when the option is on, the left panel (the left panel in a synced layout, which may include Participants, Content Library, Chat or a set of other sections configured by a Speaker for the synced layout) is not displayed in recordings:
Registration: allowing participants to register for a session
Click on the Registration tab. 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.
Send invitations: Customizing invitation email, reminder and follow-up emails
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Send Invitations
Send Invitations
Click on the Send invitations tab. In this menu, you can customize the email sent out to the participants:
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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:
Format: png is preferred. gif and jpg will be auto-converted to png
Filesize: Max 512 KB
Address Book
Click on the Address Book menu on the left-hand panel to access and manage your list of contacts. To add a user to the Address Book, click Add Contact, provide the necessary details, and click Save.
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If you want to export the list of contacts, click on the Export to CSV or Export to Excel button, depending on the preferred file format.
Click on the Schedule menu from the left-hand panel
Click on the scheduled Webinar to enter the room
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To enter the room, click the Join button. After joining the webinar room, your Collaboration user status changes to DND.
Camera and microphone controls
By default, you enter the room with the webcam and microphone disabled (you can change it in Audio & Video settings).
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Click on the Settings button (Gear icon) at the bottom of the left panel ->select Video or Audio
Change the desired settings
Click Apply to save the changes
Managing the Participants
As mentioned, there are two types of user roles:
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To manage Participants you need to open the Participants panel: click on the Participants button on the left panel:
Invite participants during a webinar
Speakers can invite more people to the room at any time by clicking on the Invite Participants button located on the left panel:
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Note
Note: If the event is private, simply sharing the link won’t work. In this case, you need to invite users via email.
The same applies to events that require registration.
Manage lobby
The lobby feature can be either enabled upon scheduling a webinar or during the session.
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When the lobby is turned on, all the participants’ names are listed under the Users Waiting in the Lobby section in the Participants panel. From there, you have the option to (1) Allow into the room, Remove participant, or (2) Allow all users into the room:
Manage the audience
Find your audience member in the list and click on three dots next to them:
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Note
You can remove certain permission (e.g. presentation or broadcast) in the same way as you granted it.
Stop other broadcasts
A Speaker has the ability to stop all other broadcasts in a room, except for their own:
Click on the three dots next to the lock icon and click Stop other broadcasts
A new dialog opens, confirm by clicking Stop broadcasts:
Mute all
A Speaker has the ability to mute all other participants including other speakers. Tick off Mute newcomers if you want to mute new participants as they join a session:
Click Mute all located in the lower left-hand part of the screen
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:
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:
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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Speakers can also clear chat history and both Speakers and Audience can export chat history by clicking on the three dots in the upper part of the Conversations panel.
Questions and Answers
Note
Questions & Answers are disabled by default, you need to activate the option in Workspace settings.
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Speakers can also clear questions and answers history and make all questions public and both Speakers and Audience can export history by clicking on the three dots in the upper part of the Questions & Answers panel.
Live answer
This option allows you to show the message to everyone on the main screen and to answer it live.
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Click on the queued question and hit Live Answer in the lower part of the Questions & Answers panel (next to Type your answer here) and start answering
The question shows Being answered live next to it until you hit Stop – then it shows as Answered live:
Request a vote
You can start a vote related to questions with other audience members.
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Click on the three dots next to the question and click Request public vote
You can see the number change while the audience members cast their votes:
Screen share
Once inside your meeting, to start screen share, click on the Screen icon on the left panel.
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To stop sharing your screen, click on the Screen icon once again.
Whiteboard
Starting from May 2023, a new redesigned Whiteboard was released, which is currently the default one. It features an improved pen, marker, type, shapes, connector arrows, commenting tool, live participant cursor viewing for better collaboration, possibility to drag and drop images from your computer or copy/paste them, undo and redo actions, duplicate any object, re-order them, rename your whiteboards, fullscreen a whiteboard.
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If you want to hide your cursor from other participants, click the Cursor button (1) on the Whiteboard and disabling the option “Expose my cursor to others” (2):
Content library
Content Library is where you manage documents and other media that you plan to share with your audience in a webinar. It supports lots of file types including all office document formats as well as MP4s and many image formats.
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Note
Note: 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.
Upload file and share it with the Audience
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
Once the file has been uploaded, share it with the Audience:
Option 1. You can double-click the file you want to share
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 Show from the file preview to show that file to the audience:
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You can use the same set of tools available for the Whiteboard (on the right-hand side of the screen), to annotate your documents:
Share files with other speakers
You can share media of your Content library with other speakers. To do this, click on the three dots next to the necessary file or folder and press Share:
The shared file or folder is then marked as shared and is added to the Shared files folder:
The speakers you’ve shared the file/ folder with, can access them in the Shared files folder, download, and show to the audience.
To unshare the file/ folder, click on the three dots -> Unshare. AnySpeaker can unshare files that are shared by other Speakers:
Play a YouTube/ Vimeo video
Click on Create new in the upper part of the Content library panel. Select one of the options Add YouTube video /Add Vimeo video from the drop-down list
New dialog Add YouTube video / Add Vimeo video opens, enter the URL of the video into the input field and click Add
Double-click on the name of the video to show it to the Audience:
Start a poll
You can also manage polls through your Content library.
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Click on the three dots icon next to the necessary question and click Share:
When notified that poll is shared without existing votes, click Share:
The shared question appears in the Shared polls folder (1) and the question gets marked as shared (2):
Livestream
Through Livestream you can broadcast your meeting to a larger audience via Facebook Live or YouTube.
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For detailed instructions on how to get the stream key, read the guide: How to Start Live Stream.
Recording webinars
To start/stop a recording, click on the Recording button from the left panel:
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The number of concurrent recordings for Wizywebinar is limited to one per license.
Access your recordings
To access your recordings:
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Edit recording Name and Description
Enter Password to password protect the recording link
Share recording link
Share downloadable link
Note
Note: Downloadable link is not covered by password protection.
Export usage statistics
Wizywebinar allows to export recording statistics which shows how often and extensively the recordings are played. For this, navigate to the bottom of the Recordings list to Export usage statistics to CSV or Excel and click on the preferred file format (CSV or Excel):
Create bookmarks during recording
Note
Note: The feature is available upon request. The request should be sent to ksenia.babych@wildix.com.
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2. Enter the Bookmark name and click Create:
Download bookmarks
Open Wizywebinar tab in Collaboration
Click Recordings on the left panel
Click Edit (pencil icon) next to the necessary recording
Click DownloadBookmarks
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The file is uploaded in .json format and contains the following information: time, label (bookmark name), and user.
End a webinar session
To end a webinar session, click on the Leave/ End session button (Exit icon) from the left panel:
You have three options here:
Disconnect audience users
Leave session
End session
Workspace settings
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You can enable or disable certain options that are available for your Audience and Speakers during the webinar.
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In addition, in this menu, you can change the number of thumbnail videos per page to be displayed for Full Screen Layout/ tiled videos for Tiled Layout and change the Language of the web interface.
Breakout rooms
Create breakout rooms
Note
Note: Recording and Live streaming features are not available inside breakout rooms.
If breakout room option is enabled, when entering the webinar, you can see the Breakout Rooms icon:
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The Breakout Rooms panel appears: click Create Breakout Rooms:
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Choose how many breakout rooms you need and how to distribute your participants. Also, if required, you can set breakout rooms time limit. Once done, click Create rooms:
The breakout rooms show up in the Breakout Rooms panel, where you can rename, delete, assign users, reset breakout rooms, and add users.
If you chose to assign users manually, you can click on the add user icon and select audience users you want to assign to the breakout room:
If you click on the three dots icon next to the breakout room, you get the following options:
Rename the breakout room
Unassign all users
Delete the room
Clicking the three dots icon next to a user, you can perform the following actions with the selected user:
Move to another breakout room
Unassign user
Start breakout rooms
To start breakout rooms and divide participants into groups, click Start breakout:
Manage breakout rooms
Here are the actions you can perform with breakout rooms:
Broadcast a message to all rooms: you can broadcast a message to all Breakout Rooms to announce some important messages or the end of the group activity
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Join a Breakout Room: Speakers can join any breakout room at any time by clicking the Join button next to the Breakout Room name:
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Note
Note: Breakout room participants can ask invite speakers to join the room if required:
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Speakers get the relevant notification, informing which room they are invited to.
To leave breakout room, participants and Speakers can click the Leave breakout room button:
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End breakout rooms
To end all breakout rooms and pull back your participants to the main room, click the Stop breakout button:
Available screen layout modes
Change layout
Participants, including speakers and audience, can choose one of the pre-defined layouts to view the content:
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Hover the mouse cursor over the border between the two elements on the screen, if you would like to resize one of them
The border between the two elements is now highlighted. Tap and hold the mouse on the highlighted border. You can now see the percentage that each element occupies of the total workspace
Drag the border up/down, or to the right/to the left to resize the elements; release the mouse when finished:
Synced layouts
By enabling the Synced layouts feature, you can take full control over how you’d like your Audience to view your content.
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Hover the mouse on the Locked tiles icon in the bottom right-hand part of the screen
Click on Create layout to change your synced layout. Click on Exit layout mode to exit the synced layout:
Statistics
Download the list of attendees
In Collaboration -> Webinar tab:
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
Hover the mouse cursor over a webinar and then click on the Pencil icon
Click Advanced options:
Open the Reports tab. Here you can see a short Summary Report and 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.
Also, if Questions & Answers and/or Polls were used during the webinar, the relevant reports with QAs and Polls results are also available for download in CSV or Excel format. They include the following information: the questions, the answers, the date and time asked, users who asked and answered the question, public vote details if any, etc.
Usage stats
In Collaboration -> Webinar tab, open the 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:
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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:
You can export usage statistics to CSV or Excel file by clicking on the relevant option under the chart. The exported report includes the following information: session title and ID, scheduled date and time, user ID, first and last name, email, role, duration, and time when user joined and left
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Besides, the same report in CSV or Excel file is available about users who are currently live:
Integration with Wizyconf HW Station
Starting from Wizyconf App v 1.2.16, Wizyconf Station integrates with Wizywebinar, consult this documentation for details.
Other functionality
Protect sessions with end-to-end encryption (E2EE)
Note
The feature is available upon request only. The request should be sent to ksenia.babych@wildix.com.
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Note
Note: E2EE is not compatible with Recordings, Live Streaming. E2EE is also not compatible with mobile - mobile users won't be able to join encrypted sessions.
Emoji Reactions
Note
Note: The feature is available upon request only. The request should be sent to ksenia.babych@wildix.com.
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Click on the Gear icon from the left panel -> select Workspace
Check the box next to Enable emoji reactions:
ClickApply.
Once Emoji Reactions is enabled in Workspace Settings, you can access them by clicking the three dots icon on the left side of your screen (1) and select the Emoji Reaction icon (2):
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Select the reaction you find more suitable for the situation, and click on it. Sent reactions appear at the bottom of the page:
Customize Redirect URL at the end of a session
Note
Note: The feature is available upon request only. The request should be sent to ksenia.babych@wildix.com.
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Our team will process your request and take the necessary actions to change the URL.
Set up virtual classrooms
With Wizywebinar, it is possible to create and manage virtual classrooms, check thededicated documentation for details.
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