Getting Started With Webinar

The Webinar feature in the meeting application facilitates hosting online webinars. It is a web-based tool that enables you to host and participate in webinars without the need for any software downloads. With this tool, you can conduct webinars featuring audio and video, share your screen or application window in real-time for presentations or demonstrations. Additionally, you have the option to record your webinars, playback, share them online, or download them for future reference. In areas with poor internet connectivity, you can join webinars using dial-in numbers from your phone.

Schedule a webinar

Webinars can be scheduled to organize large online events, educate your leads about your product or service, clarify their queries, learn about their business requirements, and convert them into your customers.

An event can be designed through the below easy steps:

• Schedule
• Co-organizers
• Registration
• Engagement
• Emails
• Preferences
• Promote

How to Schedule webinar?

 1. Log in to https://mail.gov.in/

2. Click Schedule a webinar.

3. Fill in details including the title of your webinar, a short description, date, duration, and time zone.

4. You can also make any time zone adjustment here.

5. Click Next.

How to Schedule A Recurring Webinar?

1. Fill in the webinar details and check the Recurring Webinar option. Now you can change the frequency of your webinar (Daily, Weekly, Monthly, or Custom) depending on your choice.

• Daily occurrences repeat every day, every 2 days, and so on.
• Weekly occurrences repeat every week, every 2 weeks, and so on.
• Monthly occurrences repeat every month, every 2 months, and so on.
• Custom lets you choose and add any dates of your choice.

2. Specify when and how your webinar will repeat and when it will end.

3. Specify the frequency of your webinar registration process in the Registration Type(For every event or Only once) field.

• For every event - Attendees need to register for each occurrence to attend
• Only once - Attendees register once and can attend any of the occurrences.

4. Click Next.

Co-organizers

 A webinar co-organizer holds most of the controls available in the event. They can be a part of practice sessions, view attendee lists, handle Q&A, polls, recording and more. You can add anyone as a co-organizer for your webinar. Co-organizers who are members of your organization will also be able to start webinars if the organizer is away, or otherwise unable to launch them.

How-to Add/Manage Co-organizers?

1. Once you click the Next button after scheduling a webinar, it will let you add a Co-organizer.
2. Click Add Co-organizer.
3. Enter the name and email address of the co-organizer, then click Add.
4. An email invitation with a link to join the webinar will be sent to the co-organizer.
5. Hover on the Co-organizer name and use the options to delete, resend the invitation email, or copy and share the join link.

Registration Setup

Scheduling a webinar with registration

Webinars require registration; anyone who wants to attend your webinar will need to register for it. Therefore, once you plan and schedule a webinar, you need to share your webinar registration link via email, on social media, blogs, or web pages that your leads are likely to visit.

 FIELDS :    

You can customize your webinar registration form to gather useful information about your leads. Add predefined or custom fields to your registration form to learn more about your leads' business needs, requirements, industry, and role, among other details.

How to add fields, edit fields, and make them mandatory?

1. The Registration form has default fields - Name and Email ID. You can click on Manage Fields to edit, delete, or make the fields mandatory by clicking on the options next to them.
2. To add a predefined field, Click on the + sign on the right side.
3. To add a custom field, click Add Custom Fields and select the type of question you want to add: Multiple Choice or Short answer.
4. Enter the question in the Field label space.
5. Provide the options for the answer if you've selected to ask a Multiple Choice question.
6. Click Save.
7. Click on + Add Fields to add more custom fields.
8. To make a field mandatory, click the star icon next to any field you have added to make it a mandatory field.
9. To edit a field label, click the edit icon next to any field you have added and edit the field name. Click Done.
10. To delete a field, click the delete icon next to it.

Moderation

Webinar organizers can regulate attendance in webinars through Registration Moderation. Use this feature to limit the number of attendees in your webinar or to require attendees to make a payment before they attend.You can choose the registration moderation setting of any scheduled webinar in one of the following modes:

Automatic approval mode - Anyone who registers for your webinar will be automatically approved to attend. You will still be able to cancel anyone's registration.

Manual approval mode - If anyone registers for your webinar, you can allow or deny them entry.

Advanced Settings

Using the advanced settings, you can customize the registration process for webinars, such as the maximum number of registrants, allow registration only with an authorized domain, approve or block users from certain countries to register for the webinar, and so on.

• Set registration limit: You can configure the maximum number of registrants for your webinar.
• Allow only business email addresses: Registration using a public domain such as Gmail, Yahoo, and AOL can be restricted.
• Allow registration only with an authorized domain: Registration will be limited to authenticated users with a specific domain or organization email address only.
• Allow/deny registrations from specific countries: Approve or block users from certain countries from registering for the webinar.
• Allow only authenticated Users: Only users with verified accounts can register for the webinar.

Scheduling a webinar without registration

Scheduling a webinar without registration will allow attendees to join without needing to register for the webinar. You have the choice of allowing anyone with the link to join or only authenticated users to join.

Engagement

You can engage with attendees by adding session materials or creating polls.  

Session Materials:  

Organizers can share materials such as PDFs, PPTs, and videos with attendees during the session. While scheduling webinars, you can attach materials from your computer, Work Drive, or Library. Once the organizer has started sharing the material, attendees will be able to see it.

How to Attach Material?

1. Log in to https://mail.gov.in/
2. While scheduling your webinar, click +Attach Material in the Session Materials section under Engagement.
3. Select the material to attach from Library, Desktop, or Workdrive. You can attach pdf and video files only.
4. Now click Attach.
5. To upload any files to your library, click Upload.