Create Your First Event
Who can use it? Workspace Owner, Admin
On which plans? All Plans
Whether you’re hosting a quick brainstorm meeting or a large public webinar, creating your first event in Livestorm is easy. You can create your event however you want then customize it according to your needs. This article will walk you through the simple process, step-by-step — it only takes a few minutes!
IN THIS ARTICLE
- Create Your Event Through Multiple Pathways
- Create Your Event Through the Livestorm Dashboard
- Create Your Event Through the Livestorm Calendar
- Create Your Event with a Personal Calendar System
- Configure Your Main Settings
- Add a New Session
- Configure Your General Settings
- Choose Your Event Access Settings
- Choose Your Event's Speaking Permissions
- Set Your Time Zone
- Choose the Language of Your Event
- Customize Your Registration Page
- Customize Your Event Room
- Customize Your Event's Design
- Set Your Event Emails
- Choose Your Recording & On-demand Settings
- Choose Your Video Settings
- Configure Your Automations
- Test Your Event
- Publish Your Event
- Share Your Event
- Duplicate Your Event
- Delete Your Event
Create Your Event Through Multiple Pathways
Create Your Event Through the Livestorm Dashboard
You can create your event through your Events dashboard in Livestorm.
Create Your Event Through the Livestorm Calendar
You can also create your event by clicking on the calendar in your Livestorm dashboard.
By default, the events created from the calendar are booked for 1 hour but you can of course change the duration in the settings.
Team members with a "Member" role won't be able to create, edit, start, or end events. Also, they won't be able to access the event settings and won't be able to email invites. This is only possible with the Admin role.
Create Your Event with a Personal Calendar System
You can also create an event directly in a third-party calendar app, such as Google Calendar or Outlook Calendar, as long as it is integrated with your Livestorm account.
Creating an event in this way will NOT automatically synch to your registrants' personal calendar system. They must manually add your event to their own personal calendar.
Configure Your Main Settings
These settings can be changed anytime afterwards, when you configure your event’s advanced settings as well.
Add a New Session
You can always add, edit, rename or delete sessions to any event for a recurring event. All pre-configured settings will apply to any session you choose to add, unless you edit the settings.
You can add a custom title for each session of your event!
To add a new session:
Edit a Session
To edit a session you can:
You cannot change any settings for one session without changing them for all settings, except the title and date.
You can add new team members to a new session, but you will have to add them again to each session that you add unless you add them at the creation of your event.
Delete a Session
To delete a session:
If people have already registered for a session, you won't be able to delete that specific session. Instead, you can cancel it. This way, all remaining emails will be canceled as well. If someone tries to connect to the Event room for that session, they will be redirected to a page stating that the event is canceled.
Configure Your General Settings
Once your event is created, you can further customize it according to your needs under the settings tab of your event’s dashboard. You can make changes to your general settings as well as configure any optional settings you desire.
Choose Your Event Access Settings
You can adjust your event’s access settings to regulate who gets to see, register for, and join the event.
For those who are outside your workspace (anyone who is not a member of your team in Livestorm), you can allow them full access to see and join your event by marking Access in settings. This means that they will be able to access the registration page to register and join the event in addition to being able to access the event by the shared event link.
- If you do not want them to see or join your event, you can mark No access in settings. This means that they will not be able to access the registration page to register and join the meeting or access the event by the shared event link. You can always register someone manually as an exception.
- As a separate access setting, you can mark Access or No access for everyone on your team (in your workspace).
You can always register anyone as an exception through manual registration.
Choose Your Event's Speaking Permissions
You can always invite someone to speak or remove a speaker from the stage regardless of your event settings.
Who gets to speak during your event is up to you, depending on what kind of event you are having.
You can select either:
- Only team members and guest speakers can speak. This option allows you to limit the stage to only those who were planned to speak.
- Everyone can speak. This option allows you to be more flexible and lets up to 25 participants in your event join the stage to speak if they desire to.
Someone under compatibility mode won't be able to speak in the room even though you gave the permission.
Once your event starts, you cannot change the speaking permissions.
Set Your Time Zone
Once you choose the desired date (1) and time of your event (2), you can set the duration and time zone (3). Time zones are set by city and country.
While creating or adding new sessions, select the location that you will be running the event. We will adapt and display the timezone according to the timezone of your visitors and registrants. So anyone who views your registration page will see the date/time of your event in their own timezone. Same for the date/time in the automatic emails. No messy conversions on your end or your registrants!
Options are available for time zones all around the world! Your recipients will receive your email invitation with the time zone that they are currently in, translated from the time zone that your event is in if need be.
Once published, you will be able to edit the date and time. Do not change those parameters if you already have registrations. People may already have saved the calendar event on their calendars, etc.
Each event can have a duration time of up to 4 hours and 45 minutes total. You can always start and end your event early.
This is just an estimation that will be displayed on the registration page to let your registrants know how long the event may last. It will NOT automatically stop your event after you have reached your estimated duration.
Choose the Language of Your Event
You can choose to host your event in one of the 24 different languages available with Livestorm. We will translate everything that is visible to your registrants and attendees: the landing page, the Event room, and the emails.
🌎 So far we handle 24 different languages: French, English, German, Croatian, Arabic, Spanish, Portuguese, Russian, Korean, Danish, Dutch, Polish, Swedish, Norwegian, Italian, Lithuanian, Czech, Turkish, Finnish, Slovenian, Chinese, Japanese, Vietnamese, and Greek 🌍 Feel free to ask if you need another! You can get in touch with us at email@example.com.
Customize Your Registration Page
You can customize your event’s registration page to fit your needs by:
- Adding a registration limit to control how many people can register for your event
- Adding or deleting a registration field that registrants must fill out
- Adding any additional consents that must be agreed to upon registration
- Adding the registration page to your company page
In the top right-hand corner of the dashboard, you can also view your registration page in detailed or light mode. Detailed mode will display all event, company, and host information on the page while light mode will only display a quick access page to register and join your event.
Customize Your Event Room
Under this setting, you can configure your event room to:
Customize Your Event's Design
The Design setting allows you to personalize your event’s registration page and any associated emails. You can change the:
These customizations will appear on both your registration page and in the emails that are sent to your registrants about your event from your Livestorm account.
Set Your Event Emails
There are 5 emails that are automatically assigned to your event. You can preview, edit, and delete any of these to fit your needs and you can add a new automated email.
If necessary, you can also add a new email template to use instead of the one suggested by Livestorm. To do so:
Choose Your Recording & On-demand Settings
Recording is automatically enabled for each event.
Recording doesn't work when you have an iframe video source.
Recording is automatically enabled for each event. If you do not wish to record your event, you can simply uncheck the box Automatically record upon event start.
The setting will apply to all the event sessions.
You can also manage who has access to the replay to be:
Choose Your Video Settings
Your video will automatically be streamed using Livestorm’s platform, however you can also configure another streaming source for RTMP streaming or another desired iframe. You can learn more on how to set it up in our Help Center documentation.
Make sure to configure your desired streaming sources before you start your first session of the event. Once you have started a session, you cannot add another streaming source for future sessions
Configure Your Automations
You can also add an automation to Start Event, End Event, Play a Video, or Redirect to a page.
Make sure you enable automation on the right-hand side of the Automation title.
To add an automation:
You can delete or modify an automation:
You can integrate external apps within your Livestorm account to help manage your events, such as HubSpot, Zapier, Google Calendar, etc. You must configure their integration ahead of time in the Apps section of your account settings in order to activate them in the Apps tab of your event’s optional settings.
You must activate any desired apps for your event in the event settings beforehand, even if they are already configured in your general account. You can visit our integrations section of the Help Center for more information on how to set up specific integrations.
Test Your Event
After you have adjusted the settings of your event as necessary, you can test out your registration page and even room beforehand to see what they will look like.
Test the Registration Page
You can preview your registration page in both detailed and light modes.
Test the Room
Thanks to our preview mode, you'll see that you'll be able to see the changes that you make to the event room directly.
Your event will only start when you press Start event. Until then, no one will know that you are in the event room.
Just access the room and don't click on the Start event button. Make sure you have the "Not started yet" label at all times. If you click on Start event the notification emails will fire to all your registrants. You may find more information about previewing your event room here.
Publish Your Event
When you are finished adjusting your settings, make sure to publish your event. Click on the green Publish event button in the top right-hand corner of your dashboard.
Once your event is published, all programmed email invitations will be sent out and your registration page will be made available.
Share Your Event
When you are ready, there are multiple ways to share your event for others to see and register for it.
Share the Event Link
You can always copy and share the event link.
Share the Registration Page
You can also share your event's registration page as a link or embed code.
Manually Register Someone
If you would like to register someone for your event as an exception or make sure that they are registered, you can manually register them at any time.
Send Email Invites
We send the email invites & reminders through firstname.lastname@example.org and email@example.com, but there is a "reply-to" with the account owner's email. If you want to change the "reply-to" email address, you can go to your Settings > Team profile and add a "Contact email".
If you have a paying plan, you can also invite people to register for your event from the Email invites tab on the top navigation bar.
Duplicate Your Event
If you would like to duplicate your event, you can do so from the Events section of your dashboard.
Any sessions and registrants associated with your event will NOT be duplicated!
You can always further edit your events to fit your needs after duplication!
Delete Your Event
If you would like to delete your event, you can do so from your Events dashboard.
As you can see, creating your first event is simple and takes only a couple of minutes. Happy creating! 😊