Why it exists
Every confirmation, reminder and replay belongs to one webinar event. Exactly one event is active at a time, and the public registration form signs people up for that one.
How it works
- Click New event, enter the title, date, time and timezone, and tick "Make this the active event" if sign-ups should go to it. A Zoom meeting is created for you. If Zoom is down, the event is still created.
- After the live hour ends, the active event moves forward 7 days on its own with a fresh Zoom meeting, so the weekly webinar keeps running on the same day and time. If Zoom will not make a new meeting, the event keeps last week's meeting and link, moved to the new time.
- To move a webinar, click Reschedule on its row and pick the new date and time. Everyone stays registered with the same Zoom link, the Zoom meeting moves too, and every webinar after it follows the new day and time. Leave "Send the reminders again for the new time" ticked so the 24 hour reminder goes out again before the new time.
- Click Message on a row to email and text everyone registered for that webinar, for news such as a change of time. Anyone who registers after you click Send is left out, and consent, STOP, Stop all marketing and quiet hours apply as for the reminders.
- Each row shows registered, new versus returning, attended and how long attendees stayed. In the Replay column, open the replay email as people got it, preview the replay page, or see link clicks for that webinar.
Works with
- Registrations: click a Registered number to see who signed up
- Pre-webinar: reminders go to the active event
- Post-webinar: replay follow-up runs after each event
Common questions
Can two events be active at once?
No. Activating one event switches the others off, and the active event cannot be deleted. Only inactive events show Activate and Delete.
How is "Attended" counted?
From Zoom attendance for that webinar. The percentage is attendees divided by registrations.
Can people get into the Zoom before the host?
No. Webinar meetings have join before host off and the waiting room on, so anyone who arrives early waits there. Once you are live, click Admit all, or turn the waiting room off from the Security menu so late arrivals come straight in. Booked calls are not affected.
Does Reschedule tell anyone about the change?
No. It changes the time on the landing page, confirmations and reminders at once. Use Message to tell the people already registered.
The weekly webinar moved to a new day. How do I fix the copy?
Click Schedule copy at the top of this page. It lists every saved message, page, persona and knowledge base article that still names the old day or time and shows what each one becomes, and it moves messages timed to a weekday by the same number of days. Only the rows you tick change, each one once. Anything it cannot decide, such as another clock time or a weekend, is listed under Check by hand.
Can someone get the same message twice?
Not from one Send. Each person is recorded as they are sent to, so a restart carries on where it stopped, and two registrations with the same email or phone get it once. Clicking Send again sends a new message to everyone.
What can a read-only seat do here?
View everything. The New event button, the row actions and Export registrants are hidden.