Create Your First Webinar
New to Livestorm? This is a great place to start. In this post, we are going to walk you through all the steps of the webinar creation process. After reading this post, you should be able to create webinars in a few minutes.
IN THIS ARTICLE:
- How to enter the basic info (title, description, language)
- Date, sessions, timezone
- Editing your profile
- How to add contributors
- Explain the different roles
- Green room: testing before you go live
- Create your registration form
- Customize your webinars (design, privacy, notifications)
- Automatic email settings
- Set up your integrations
- Publish your webinar!
First, click on "+ new webinar" from your Webinars dashboard.
A side panel will open up where you can set a few basics to create your webinar:
And now for the step by step details:
1. Set a title for your webinars
Start with a catchy title. Like in blogging, your title will have a great impact on your registration rate. You can refer to this post and this one to create great headlines. Our advice is to find something that will resonate with your audience's expectations and problems.
If you are selling an HR cloud solution, you might want to avoid the classic "[Solution] Live Demo" and try something like "How [Solution] Will Help You Keep Your ATS Filled With Rockstars".
The title will then appear on the social media images we generate, that will be displayed if you share your webinar on social media.
2. Describe what your webinar is all about
After you create webinar, you'll be directed to the Webinar Settings where you can add your description. What are you going to cover? Do you have a guest? Tell your audience why they should register for your webinar.
Pro tip: Announcing an incentive like a discount, an exclusive piece of content, a free 30 min consultation, will most probably increase your registration rate
3. Estimated duration
This is purely informational, so visitors on the registration page will know about how long the webinar will be. The webinar will not stop if you hit the time selected. You may select 15min up to 3h and 45min.
The actual webinar duration limit is 4 hours. We record up to 2 hours.
4. Change the language
Doing your webinar for attendees all across the globe? Change the language of your webinar here too. We will translate everything that is visible to your registrants and attendees: the landing page, the webinar room, and the emails.
🌎 So far we handle 25 different languages: French, English, German, Austrian German, Swiss, Croatian, Arabic, Spanish, Portuguese, Russian, Korean, Danish, Dutch, Polish, Swedish, Norwegian, Italian, Lithuanian, Czech, Turkish, Finnish, Slovenian, Japanese, Vietnamese, and Greek 🌍 Feel free to ask if you need another! You can get in touch with us at email@example.com
5. Date, sessions & timezone
You can edit these settings in the Sessions tab. Pick a date, time, and location. Make sure the date is in the future, otherwise you will get an error.
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.
While creating or adding new sessions, select the location that you will be running the webinar in. 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 webinar in their own timezone. Same for the date/time in the automatic emails. No messy conversions on your end or your registrants! Everything is adapted automatically 😉
If you wish to host recurring webinars with multiple sessions (same webinar and multiple dates) then just add as many sessions as you want. If this is a one-time event just leave one session:
This will open up a side pane where you can add as many sessions as you need:
To learn more about sessions and recurring events, feel free to take a look at our dedicated article 👉 Recurring Events
Editing & deleting sessions
Scroll your mouse over the session you'd like to edit or delete, and click Edit.
You'll be able to update or delete your session in the popup. You may change the date and time of your session by clicking on it (under Sessions):
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 a person tries to connect to the webinar room for that session, s/he will be redirected to a page stating that the webinar is canceled.
6. Fill out your profile
The team members with the host role can start or end webinars. In order to view or update the host profile, click "Edit" and it will redirect you to Settings > My Profile. Click on any of the fields to update your personal information. Your profile information will apply to all your past and upcoming webinars.
By default, the owner of the account is set as the host. You can also add more hosts to your Livestorm account. The pricing is per host. Feel free to check out this article for more information: How Can I Add Team Members?
Click on any of the fields to update your profile:
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".
7. Add contributors
There are two kinds of contributors: team members and guest speakers. Both have moderation rights to moderate each webinar or session that they are assigned to. They can help you manage your webinars for a smooth webinar sailing ⛵️
🎙 Team members can be added when you create the webinar, or later on from the Sessions tab > Edit session. If you add multiple sessions at once, you can add the same team members to all of these sessions. Then you can individually modify each session to add team members who will contribute to one session but not another.
🎙 Guest speakers are added from the Sessions tab > Edit session. They can't be added while creating a new session. They can only be added on an existing session.
Please see here for more details: How to add contributors
All of your contributors will have webinar moderation rights by default. Moderation rights include (but not limited to), deleting messages, excluding attendees, sending polls, going on stage without being invited, etc.
You can add team members to your Livestorm account in your Account settings > Team members. When you add them to your Livestorm account, you can select from one of two main roles: Host and Moderator.
Assign team members to the webinar so they can access the room Once a team member is added to your account, you can assign them to your webinars from the Sessions sidepane (Sessions > edit session > Team members). You'll be able to select them when you click " +add a team member".
How they access the room If they're assigned to the webinar or session, they'll be able to access the webinar room from their Livestorm dashboard. We won't send them any confirmation emails or reminders with an access link like we do for the guest speakers.
Team member rights Added team members can access the Livestorm dashboard. They can display and export all webinar data as well as manage registrations and delete registrants. They will also be able to moderate the webinar: delete questions, publish polls, invite people on stage, ...
Bear in mind that team members with a "Moderator" role won't be able to create, edit, start or end webinars. Also, they won't be able to access the webinar settings and won't be able to email invites. This is something that's only possible with the " Host" role.
If you want to add contributors to your webinar, but not give them access to your webinars dashboard, you can add them as Guest speakers. Guest speakers typically apply in cases you'd like to invite people outside of your company to speak at your webinar.
They'll be able to join the webinar room before it starts through their personal link they'll receive by email. They will also be able to moderate the webinar: delete questions, publish polls, invite people on stage, and more!
The differences between roles
Here are a few specifics about hosts, contributors, and attendees:
- Host (Team member): A team member with the host role is in charge of running the webinar, s/he is the only role that can start and end the webinar.
- Moderator (Team member): A team member with the moderator role can enter the webinar room before it starts. They can view the webinar dashboard and moderate webinars that they are assigned to.
- Guest speakers: People who are not part of your team but will present in the webinar or help moderate. They can enter the room before it starts and moderate webinars they are added to.
- Attendees: Attendees are just viewers by default. They interact with others via the chat or questions only once the webinar is live. They cannot see each other, they cannot share their webcam or audio. However, they can be invited "on stage" at
anytimeby team members and guest speakers.
Please see our dedicated article on role differences for a detailed list of actions, but here are the basics of who can do what during the webinar :
|Team member (host)||Team member (moderator)||Guest speakers||Attendees|
|Enter the room before the webinar starts?||Yes||Yes||Yes||No|
|Start or end the webinar?||Yes||No||No||No|
|Share their webcam/screen (go on stage)?||Yes||Yes||Yes||No*|
|Invite someone on stage?||Yes||Yes||Yes||No|
|Moderate chat, questions, etc.?||Yes||Yes||Yes||No|
|Kick out a participant?||Yes||Yes||Yes||No|
|See chat messages from everyone?||Yes||Yes||Yes||Yes|
|Send a CTA?||Yes||Yes||Yes||No|
|See the people tab when hidden?||Yes||Yes||Yes||No|
*Note that attendees can share audio/video if they are invited on stage.
About the green room
As a host or contributor, before you start your webinar, you can access the room and do several things. You can turn on camera,
Just access the room and don't click on the start webinar button. Make sure you have the "Not started" label at all time. If you click "Start webinar" the notification emails will fire to all your registrants. You may find more information about the green room here.
Switch a registrant into a team member/guest speaker
If someone from your team has already registered before you've had a chance to add them as contributors, you can change that. You'll just need to delete them as a registrant from your webinar in the People dashboard first, and then you can add them as a contributor.
8. Build your registration form
The registration form will help you capture information before the webinar, during the registration process. By default, we require email, first name, and last name. But you can add more:
- Click on "selected fields" at the bottom left of the section to pick other default fields such as city, phone number, address, etc.
- You can also create custom fields.
- Drag and drop the fields to reorder your form content.
- Click on the checkbox to make the field mandatory.
- You can add your own custom consent as an option.
Check out our related article for more information 👉 How Do I Customize my Registration Form?
9. Customize your webinar branding
In this section, we give you the options to customize your registration page, email and webinar room with your branding. Here are the few things that you can customize:
- The cover image (will be converted to black and white and have the secondary color as a layer on it) (Optimal size is 1600x600px)
- The logo (will override the company logo that is present in your account information) (Optimal size is 400x120px). If you don't add a logo, we'll grab the one from your account information (120x120px)
- The background color which is used on the header
- The background and font color of your buttons
- The overall font color of your page and emails
Want to hide some things during the webinar? Go to your Webinar room settings. This is where everything happens. Check the checkboxes to hide the tabs you don't want to appear in the webinar room. Some can also be set as private (only visible to hosts and contributors).
Thanks to our preview mode, you'll see the you'll be able to see the changes that you make on the webinar room directly.
This is what you can and cannot do with the tabs:
| Make private?
||Hide tab completely?|
|Polls|| No (
11. Email settings
In this section, you can pick which notification emails you want to be sent to registrants. Hover over the right hand side and click on the - to remove the email if you don't want to send one.
The emails are:
- Confirmation email (sent when registrant registers)
- Reminder email (sent about 1 hour before the webinar)
Webinaris starting (sent 5min. beforeor at the moment you start the webinar)
- Thank you (sent as soon as you end the webinar to people who joined during the live)
- Didn't show up (sent as soon as you end the webinar to people who didn't show up during the live)
To preview or edit the email you can click on "Preview or edit":
⬆️Click on "Edit content" to change the subject, preheader text, message, button text, or button link ⬇️
And now you can even add additional custom emails with different timings than these five, feel free to see all the details here: How to customize & edit webinar emails.
12. Set up your integrations
You can send your webinar registrants and/or attendees to other tools via this section
13. Publish your webinar!
Once you publish the webinar, your registration page is live and people can start registering. The confirmation email will also be sent to guest speakers added on the webinar. If you add guest speakers when the webinar is already published, they will receive their confirmation email as soon as you add them.
You can still edit your webinar settings and changes will be reflected on your landing page immediately. We do not send notifications if you change the date/time or cancel the webinar however.