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Requirements and features 

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If you need more sophisticated scheduling options, keep on reading:

1. Click New Meeting button: 

   
   

2. Fill out mandatory fields: Topic, Start date and Duration:

   
   

   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.

   
   

3. (Optional) Set Password and Friendly URL:

   
   

   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 Webinar link with a participant, remember that you need to give them the password too. Friendly URL: You can customize the URL of your webinar. Otherwise, a random session ID will be created for you.

   
   

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• Check the box Invite Participants (1)

• Enter First Name, Last Name (2), Email (3), choose role(Audience or Speaker) (4)and click Add button (5).   Detailed information about adding participants is described in the Participants section

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

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

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

   
   

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

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• 1 - add participants manually: enter user’s name (1), email (2), set a role (3) and click Add button (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. 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 guideGuide 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

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 button. Or click the Plus icon next to email (1), find participants in the list, check the box in front of them (2), set a role (the role applies to all users you choose), and click Add button

• 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. 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.

  
  

  
  

• 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: 

  
  

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

  
  

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• Add new contacts to address book (1) - when enabled, all newly added contact 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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• 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

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, Video and Content: starting audio and video broadcast automatically 

Anchor
audiovideo audiovideo

Click on the Audio, Video & 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:

• Automatically start audio and video broadcast of Speakers when they enter (if they have broadcast permissions) (1): allow speakers to turn microphone and camera upon joining a session

• Automatically start audio and video broadcast of Audience when they enter (if they have broadcast permissions) (2):  allow participants with broadcast permissions to turn microphone and camera once they receive such permissions

• Allow users to mute/unmute/solo individual streams locally (3): allow participants to mute/ unmute all/ individual speakers/ broadcasters

• Allow maximum one content 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

Registration: allowing participants to register for a session

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• Custom fields (1): here you can add your own custom form fields and decide if you want to make any of these fields mandatory during the registration process. If you have several custom fields, you can drag and drop them to change the order
  

• Friendly URL(2): customize your registration URL rather than use the randomly generated characters to identify your event registration page
• Require password (3): optionally require a password before a participant can complete registration
• Limit registrants (4): limit the amount of people who can register for your event
• Show message (5): once someone has completed the registration process, you can modify the message that is shown or redirect them to a webpage of your choice
• Registration period (6): set a time limit after which participants are no longer allowed to register for your event

• Event Photo (7): upload the image that represents your event. This can be a logo, a picture of the speaker, etc.

• Logo For Social Media Sharing (8): upload the specific image for social media sharing that overrides the Event Photo 

Example of the registration Registration page:

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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The webinar room opens in a new browser tab and you are prompted to set the speakers, to enter the room, click Join button:

After joining the webinar room, your Collaboration user status changes to DND.

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You can additionally activate HD video and reduce screenshare bandwidth in Video and audio 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
3. Change the desired settings
4. Click Apply select Video or Audio
5. Change the desired settings
6. Click Apply to save the changes

Managing the Participants

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• Invite people by email: enter person's First/ Last names and email into the field and hit Enter button.   A person receives an email with the link to join. The link is pre-authenticated, so they don't need to insert the password, should your webinar have any. You can drag and drop the added email addresses to assign them the Speaker role. Once you have built your invite list, hit the green Invite button:

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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

1. Click on the Participants icon
2. Find your audience member in the list and click on three dots in the upper part of the Participants panelnext to them:

Here you have the following options:

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A Speaker has the ability to stop all other broadcasts in a room, except for their own:

1. Click the Participants iconClick on the three dots next to the lock icon and click Stop other broadcasts
2. A new dialog opens, confirm by clicking Stop broadcastbroadcasts:

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:

1. Click

   on the Participants icon

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

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

   
   

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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

When inside a meeting, you have the option to ask questions as Audience and Speakers are be able to answer them.

To ask a question, click on the Question icon on the left panel (1), type your question in the field below (2), and click Ask (3). If you want to ask a question anonymously, tick off the option Ask anonymously (4). 

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This option allows you to show the message to everyone on the main screen and to answer it live.

To use the live answer option: click

• Click on the queued question and hit Live Answer

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• in the lower part of the Questions & Answers panel (next to Type your answer here) and start answering

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• 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. 

To request a public vote: click

• Click on the three dots next to the question and click Request public vote

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• 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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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

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• 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: 

• 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 and confirm by clicking Close content button: 

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: 

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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 

1. Click on Create new in the upper part of the Content library panel. Click Select one of the options Add YouTube video  from /Add Vimeo video from the drop-down down list
2. New dialog Add YouTube video / Add Vimeo video opens 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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You can also manage polls through your Content library.

To create Create a poll: 

1. Click on the Polls tab from the Content library panel.

2. Click on Create new

   poll

   and select New poll 

   Note
   It is possible to import polls from a CSV file.  Before importing, download a template CSV file: Wizywebinar polls template.csv.

   
   

3. Type your question into the field Add question. Click the + Add option and type your answer option into the field. You can add more answer options by clicking the Multiple answers check box

   
   

4. When finished, click Save to save the poll in the Content library. Click Save and open to save the poll in the Content library and open it for your audience to vote: 

   
   

5. To finish voting, click Close poll:

   
   

Manage polls

After you close the poll, you have some other options by clicking on the three dots icon next to the question:

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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:

• When stopping a recording, click Stop recording button to confirm:

The number of concurrent recordings for Wizywebinar is limited to one per license. 

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• Disconnect audience users
• Leave session
• End session

Workspace

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settings 

Anchor
workspace workspace

You can enable or disable certain options that are available for your Audience and Speakers during the webinar.

To access Workspace settings:

• Click the Gear icon from the left panel

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• -> select Workspace
• A new dialog opens, allowing you to adjust the following settings:

• Enable chat
• Enable private chats (disabled by default)
• Enable questions & answers (disabled by default)

• Enable request to broadcast (disabled by default): when enabled, a participant can raise a hand to request to broadcast; you can give broadcast permission from the Participants panel:  

  
  

• Enable shared notes (disabled by default): when enabled, speakers can add and edit notes by clicking on the Note icon from the left panel; in 3 seconds notes are shared with the participants:

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Integration with Wizyconf HW Station

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