Wizywebinar User Guide

Requirements and features 

• Min. WMS version 5.02.20201207.3

• Wizywebinar license + UC-Business (or UC-Premium) license for each user who needs access to Wizywebinar

Limitations per 1 Wizywebinar license:

• Number of people who can speak and enable video: 1

• Number of simultaneous virtual sessions: 1

• Number of attendees: 100

• Number of recordings: 1

General Limitations:

• Max number of concurrent broadcasters/ speakers per webinar: 16

• Max number of attendees per webinar: 5000

Features:

• Fully cloud-based, fully web-based, no client. No hardware required

• Enterprise Security. Data is always protected with the highest level of SHA-256 with RSA Encryption

• HD video conferencing. Up to high definition video quality and content sharing in 1080p

• Record your meetings. Full MP4 recordings in HD with a single click, in the cloud

• Lobby. Set up a lobby for your video conference and let your participants join later

• Screen sharing

• Questions & answers. Let your participants ask questions during a video conference

• Spam control. Ban users straight from the chat or mute it temporarily

• Hand raise. Call on engaged students with a virtual hand raise for organized participation

• Content library. Upload and share files with your audience and other speakers

• Whiteboard mark-up. Annotate as you present right on your screen

• Broadcast live. On Facebook or YouTube, wherever your audience is

• Mobile friendly. 
Connect from any phone, tablet, or mobile device

Enable access to Wizywebinar

Step 1. Purchase licenses

At the first step, you need to purchase a dedicated license for Wizywebinar access. One license is required for each user who needs to have access. 

You can purchase a license in Salesforce Partner Community:

When creating a Quote

• When filling out Quote details for initial or Change order, in the General Questions section -> Additional Configuration field, make sure to select License Upgrade: 

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• In the License Upgrade section, select Yes in front of Wizywebinar (1) and select the amount of Wizywebinar Licenses (2):

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• Fill out other Quote sections and proceed with the Quote creation

• Create Order from the Quote and confirm it (please follow instructions from the guide How to Create Quote and Confirm Order in Salesforce Partner Community)

Via Fast Change Order

In case of an active account, you can use the Fast Change Order procedure to get the Wizywebinar subscription plan.

• Open the necessary Account page and click on the Fast Change Order button:

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• On the Fast Change Order screen that pops up, navigate to UC-Wizywebinar field and enter the necessary number of licenses and click Next: 

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• On the next screen, review and confirm the updated subscriptions and click Next:

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• The Change Order gets automatically created. Confirm the order following instructions from the guide How to Create Quote and Confirm Order in Salesforce Partner Community

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Step 2. Create an associated contact 

After you have purchased Wizywebinar licenses, create a new associated contact for a user who needs Wizywebinar access.

• Go to Salesforce Partner Community -> Contacts tab -> and click New to add a new contact:

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• Fill out the necessary information: Name, Last name, Account name, email and click Save:

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• Then, open a Customer Care ticket (see instructions in the guide Submit a Case via Salesforce Partner Community), indicating that you wish to set up Wizywebinar for the created Contact. 

After that, you need to associate the previously created contact and a user in WMS by using Email.

• Create a new user or modify the already existing one in WMS -> Users

• Make sure the Email is the same that you used in Salesforce Partner Community and make sure this user has at least a Business license:

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• If all the conditions are observed, a user should have Webinar tab available in Collaboration:

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Schedule a webinar session

Wizywebinar Video Tutorial  - Schedule a webinar session 

Settings

Before creating a webinar session, 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 profile 

• Change timezone/ language

• 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:

1. Click New Meeting button: 

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

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3. (Optional) Set Password and Friendly URL:

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(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 the lower part of the screen

Once saved, the scheduled meeting appears on your Schedule (on the left panel, below 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 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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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):

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3. 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 

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

• Click the button Add from Address book:

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• Select participants (1) and click Add (2):

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• 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): 

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• 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) 

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Access control: Lobby, Early access, and Break-out rooms 

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

• Anonymisation (8): anonymise roles in sessions (Speaker or Audience, or both). When enabled, the feature conceals usernames of selected participants and applies blurring to video streams, as well as modifies audio streams to hide the speaker's identity while keeping their message comprehensible. 

• At the session login require guests to provide (9): 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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2. Enter room name and click save. Create as many rooms as you need.

3. To add users to a room, click Assign user:

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4. Add users to your rooms:

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To pre-assign breakout rooms using a CSV file:

1. Click on Create rooms from CSV:

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2. 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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3. Click Browse and select the modified file

4. Once the file has been uploaded, click Save

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  

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:

• 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 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: 

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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:

• 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

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Example of the Registration page:

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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

Click on the Send invitations tab. 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:

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

• Variables list:

  • {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

  • {unsubscribe_link} - event unsubscribe link

  • {unsubscribe_button} - event unsubscribe button

  • {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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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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You may also add groups and indicate which groups your contacts belong to. To create groups, either use the Add Group button or use the Groups section when creating/ editing contacts. 

The list of contacts can be filtered by groups or by list, and by First or Last name. You can also use the Search field to find the contact you need. 

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. 

Run a webinar session

Wizywebinar Video Tutorial - Manage a webinar 

Join a scheduled webinar session as a host

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

2. Click on the scheduled Webinar to enter the room

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The webinar room opens in a new browser tab and you are prompted to set the speakers:

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If you want to test audio before joining, click Test audio:

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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).

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 -> select Video or Audio