How do I set up a Webinar?
To set up an Event as a Webinar you must simply follow the steps below.
1: Navigate to Admin > Learning > Events. Here, you should see the screen below.
2: Clicking New in the top-right corner will bring you to the page below.
3: Here, you have the following options:
Add a Cover image for the Event (optional)
Set the Title (required)
Add Topics to the Event (optional)
Add a Description of the Event (optional)
Create the Event Session(s)
4: Upon clicking the New Session button, a new window will pop up with additional options to configure the Session.
Here, you must add a Session Title. You also have the option to add an Instructor (optional). Then, you must setup the Session schedule, which includes setting the Date, Time, Timezone and Location. Note that you are required to add either an Address or other type of physical location, and/or add a meeting link if the Session will take place online.
IMPORTANT! The platform cannot generate meeting links. Therefore, you must provide your own video conference link.
Once you have filled in the required information for the Session, you have the option to Add another date if your Event Session should take place across multiple dates.
IMPORTANT: If an Assignee is located in a different Timezone than the one selected for the Session, then the Session time will reflect the Timezone of the Assignee.
If a Timezone is not set up on the User Profile of an Assignee, the platform will default to the Global Platform Timezone set up under Admin > Settings > Branding for the User.
However, if a User Profile does not have a Timezone set, Events may not function as expected. To prevent issues, ensure that all User Profiles are correctly configured with Timezones.
5: Scrolling further down in the pop-up menu, you will see these 3 options.
Set number of participants allows you to manage how many people can join an Event Session by setting a Max/Min number of participants.
The Waiting list can be enabled only if a Max number of participants has been defined. Once this is set up, people can join the Waiting list if the Session has the max number of participants signed up, which in turn allows people to show interest in the Session.
Open for sign-up allows assigned people to sign up for the Event Session.
6: Once you finish configuring the Session, click Add session. You will then be able to see the Session illustrated in the right side of the Admin Event page.
7: Hovering over the Session, you can see the options to manage Attendees and Edit the Session.
8: Clicking Attendees will show you the below screen. Here, you can manage Attendees by Enrolling more or update the Status of the Attendees. You also have the option to Download the Attendees List and view the Activity Log.
9: In this screen, you can also navigate to the Settings of the Session where you can edit the original setup. The only difference here is the Settings layout and there is the option to Cancel the Session.
In case you have any questions or concerns, please feel free to reach out to the eloomi support team via the eloomi Support Hub.