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:


First, click on "create webinar" at the top right of your screen. You will be redirected to the webinar creation form. Once you're there, you can start with the basic information for your webinar.

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

Go for a 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. Pick a date & add sessions

Pick a date, time and duration. 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.

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:

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.

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.

4. Set a time zone 

While creating a new session, change the time zone of your webinar. Or you can always go back to edit your session to achieve this. We will adapt display the time zone according to the time zone of your visitors and registrants.

5. Change the language 

Doing your webinar for attendees all across the globe? Change the language of your webinar on the same page (General settings).  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 French, English, German, Spanish, Portugese, Russian, Korean, Danish, Dutch, Polish, Swedish, Norwegian, Italian, Lithuanian, Czech, Turkish, and Finnish as available languages. Feel free to ask if you need another! You can get in touch with us at hello@livestorm.co

6. Fill out the host information

The host will present the webinar, only s/he can start or end a webinar. In order to display the host of your event, go to Contributors (below General settings). Click on "Edit" to add or change your personal information. By default, the owner of the account is set as host. But you can have someone else set as a host. Just edit their information under "Edit". 

Since we don't have a multi-login feature for now, you can't change the email address. If you wish to have a different host, share your credentials with your teammate. They will be able to access your account and edit their information if needed. They will also be able to start the webinar. Just make sure that you are not connected to the webinar room on the same account at the same time.

And the popup to edit the host details:

We send the email invites & reminders through  no-reply@livestorminvites.com and no-reply@livestormevents.com,  but there is a "reply-to" with the host email. If you want to change the "reply-to" email address, you can go to your Settings > Team profile and add a "Company email".

7. Add contributors

Do you have a guest? Do you want someone to manage your audience, questions, polls? Then add a contributor. You can either pick an existing one (from a previous webinar) or create a new one:

Check the moderator box to give the contributor moderation rights (delete a message, exclude an attendee, send polls, go on stage without being invited etc.). Finally, check the highlight box to display their information next to the host on the registration page.

The label "Guest", "Speaker", "Team", etc. is just a label to display. It does not impact anything. It is just informative and semantic. At this point, you can already publish your webinar. All the advanced options are set by default.

The differences between host and contributors

Here a few specificities about hosts, contributors, and attendees:

  • Host: The host is in charge of running the webinar, s/he's the only one who can start and end the webinar.
  • Contributors: Contributors have the right to enter the webinar room before it starts. If you pass them moderation rights they will be able to moderate the room.
  • Attendees: Attendees are just viewers by default They interact with others via chat or questions only once the webinar is live. They cannot see each other, they don't have access to their webcam or audio. However, they can be invited "on stage" at anytime by the host or a moderator.

This is a quick recap of who can do what during the webinar:

Host Moderator contributors Contributors 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 No* No*
Invite someone on stage? Yes Yes No No
Moderate chat, questions, etc.? Yes Yes No No
Exclude participant? Yes Yes No No
See chat messages from everyone? Yes Yes Yes Yes
Ask questions? No No Yes Yes
Answers questions? Yes Yes No No
Send polls? Yes Yes No No
See the people tab when hidden? Yes Yes No No

*Note that contributors and 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, mic or screen sharing, post polls before the webinar starts, invite someone on stage, etc. 

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.

Why you cannot edit the host's email

You cannot change the email of the host. Only the basic information (name, role, etc.). We do not support multi-login across an organization, therefore, if you want to change the host information, you can, but they will have to log in to your Livestorm account using your credentials.

Switch a registrant into a contributor

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.

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?  ( only visible to hosts and contributors).  Hide tab completely?
Participants Yes No
Chat No Yes
Questions Yes Yes
Polls No ( anonymized by default) Yes

11. Email settings

In this section, you can pick what notification emails you want to be sent to registrants. Uncheck them if you don't want them to be sent. By default, we require the confirmation email to be sent since it contains the unique link for the participant to access a webinar. If you want to use your own emails, we can disable it for you. Just get in touch with us via the in-app chat or hello@livestorm.co 

The emails are:

  • Confirmation email (sent when registrant registers)
  • Reminder email (sent about 1 hour before the webinar)
  • Webinar is starting (sent 5min. before or 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":

We do not support email variables in the custom messages and subject lines at the moment. Make sure to not put any personal information like {first name}.

12. Set up your integrations

You can send your webinar registrants and/or attendees to other tools via this section . If you want to have more information about our integrations, you can check our Integration category 🛠