Schedule and run your first webinar

This guide takes you through one complete webinar on Webinar Liv: scheduling it, getting people registered, going live, running the room and ending it. It takes about ten minutes to set up, and you can change almost everything later.

Create the webinar

Open Your webinars and choose the card Schedule a webinar ("Pick a date and invite people"). The form has two steps, shown as tabs at the top: The webinar and Messages & follow-ups. You can press Save as draft at any point and come back later.

The basics

• Topic is the only required field. It is the title people see everywhere.
• One-line summary appears on cards and lists.
• Description (optional) is the full story on the registration page: what you will cover, who it is for and what people will take away.
• Topic tag is a short label such as "Productivity".
• Type is Live webinar for a single session, or Recurring series for a run of sessions.
• Webinar Image is optional. Drag an image in, or pick one. It is the cover on the registration page.

When

Pick when it Starts, how long it runs (Duration, from 15 minutes to 4 hours; 60 minutes by default) and the Time zone. The form shows the start in your local time underneath, so you can double-check it.

A new webinar has to start at least 15 minutes from now. If you need something sooner, schedule it for 15 minutes ahead.

Who can join

Under Registration you decide how people get in:

• Approval: Automatically approve lets everyone in straight away. Manually approve each one puts registrations in a queue for you to accept.
• Attendee limit is how many people can be in the session at once. The hint under it shows the most your plan allows.
• Passcode (optional) adds a code people must enter to register.
• Registration questions: name and email are always asked. Press Add a question to ask anything else, such as a company name or what people hope to learn.

In the room

How the session starts sets the defaults for the room: Attendee chat, Q&A, Reactions, Raise hand, and whether to Hide attendees from each other. You can change all of these live from the host controls, so do not overthink them.

Under Who is on the stage, add Panelist emails for anyone presenting with you. Each panelist gets an email with their own stage link, and needs a Webinar Liv account to use it.

Recording and extras has Live captions and Stream to YouTube (connect your channel, or paste a stream key from YouTube Studio). If cloud recording is switched on for your account, Record automatically records the session without you having to press Record. Cloud recording is available on request; without it you can still record to your own computer from the room.

Messages and follow-ups

Press Next: Messages & follow-ups → to review what registrants receive: the confirmation email with their personal join link and a calendar invite, and reminders before the start (24 hours and 1 hour before, unless you change them). When it looks right, press Schedule.

You will see Webinar scheduled. and land on the webinar's own page. That page is your home base for this session.

Share the registration page

Every webinar has a public registration page. On the webinar's Overview tab, the Share this link card has the address ready to copy, plus:

• WhatsApp to send it in a chat,
• Copy invitation for a ready-written invite you can paste into an email or post,
• Add to calendar to block the time in your own calendar,
• Preview page ↗ to see exactly what your audience sees.

You can also copy the link from Share link in the ⋯ menu, or Copy link in your webinars list.

What registrants see

The registration form asks for Full name, Email Id and Mobile number, plus any questions you added (and the passcode, if you set one). They press Register & Join and see You're registered, with buttons for Google Calendar and Download .ics. A confirmation email with their join link and a calendar file follows.

Before the start, the registration page counts down to when the doors open. When it is time, the countdown turns into a Join now button by itself; nobody needs to reload the page.

Go live

Fifteen minutes before the start time, two things happen together:

1. The ▶ Go live button on your webinar page unlocks. Until then it is greyed out, with a note saying when it opens.
2. Registrants can come in. Anyone who arrives before you start sees Waiting for the host to start, and the stage appears as soon as somebody turns on a camera or shares a screen.

Press ▶ Go live. The room opens in a new tab and you land on a device check: choose your Camera and Microphone, try a Virtual background if you like, then press Join the webinar.

If you close the room tab by accident, go back to the webinar page and press Rejoin room.

Find your way around the room

The bar along the bottom of the room is split into three parts.

• On the left: your microphone (Mute / Unmute) and camera (Stop video / Start video).
• In the middle: Share to share your screen, Record, Chat, Q&A, Polls, Participants and React, then More. Invite, Layout, Settings, Host tools and Captions start under More. Drag any of them onto the bar to keep it there.
• On the right: Leave.

On a phone the bar keeps only Chat and React next to your mic, camera and Leave. Everything else, Share and Record included, is under More.

Chat, Q&A, Polls and Participants open in a panel on the right. Host tools, under More, has the switches for what attendees can do (chat, Q&A, raise hand, reactions, polls), which you can flip at any time.

Our next guide, Engage your audience, covers chat, Q&A, polls, quizzes and reactions in detail.

End the webinar

When you are done, press Leave. As the host you get these choices:

• Make … the host and leave, one for each co-host in the room, hands the session to that co-host and lets it carry on. With no co-hosts you get Leave webinar instead, and the stage carries on without a host. See Co-hosts and panelists.
• End webinar for everyone disconnects everyone and marks the webinar as ended.

Ending asks you to confirm (End this webinar for everyone?), and reminds you that registrations and the attendance record are kept but nobody can rejoin. If you prepared a feedback survey and have not sent it yet, you are offered Send survey now first.

After the session

You are taken to the webinar's Results tab, with who registered and who attended. Depending on what is switched on for your account, you will also find:

• Recording, once a cloud recording has finished processing,
• AI insights, with a recap of key points, action items, chapters and top questions (AI is available on request),
• Follow up, to message attendees on WhatsApp (available on request).

That is a whole webinar. Next time, Copy webinar in the ⋯ menu starts a new one with the same settings.