Schedule a Webinar

Created by Faye for Freshworks, Modified on Fri, 30 Jan at 11:07 AM by Faye for Freshworks

When creating a webinar, use the settings shown in the images below.

We have not explained every setting, just the key ones. You can see them in the hotspots below as well as more detailed explanations further down the page.

The settings are the same as for creating a meeting except for the webinar-specific options.

Webinar Passcode
Q&A
Enable Practice Session
Require authentication to join

Visit the Zoom Help Center for:

Zoom Support: Getting started with webinar
Zoom Support: Scheduling a webinar without registration
Zoom Support: Scheduling a webinar with registration
Zoom Support: Webinar practice session

In this article:

Schedule a Webinar
After a webinar is scheduled - more settings

It is the policy of Encore to use one Zoom account per concurrent meeting or webinar.

Schedule a Webinar

1. Select Webinars Page - Click the [Webinars] button to access the webinars page.

2. Schedule a Webinar - Click to schedule a webinar.

3. Topic - Name your meeting. This text may be seen by the meeting users.

4. When - Set the start time to midnight (12:00 AM) on the day of the event.

5. Duration

Set the duration to 24 hours.

If you set the start time to midnight and the duration to 24 hours, if the meeting runs over time then no warnings will pop up for the participants.
Example: If you set the meeting to start at 2pm with a duration of 1 hour, close to 3pm everyone will get a warning that time is almost up. Going past 3pm will not stop the webinar.

6. Choose Time Zone - Choose a time zone. If you are not setting the duration of the meeting to 24 hours, it is safest to choose the timezone that the meeting or the agenda is in to avoid mistakes in calculating the correct meeting time.

If this is a multi-day event, check [Recurring Webinar], set recurrence to [daily], repeat every [1] day.

Choose the end date.

This will allow you to just start the webinar each day instead of creating multiple webinars.

7. Registration - Check the box to enable registration.

If you enable registration then you will not send the link, meeting ID or password to the customer, you will send them a registration link.

The customer will provide this link to the participants and as part of their registration process, Zoom will automatically send the information needed for them to access the meeting.

Registration can either have automatic approval or manual approval. There is no way to let the customer do manual approval as they do not and cannot have access to the account. You would have to log in at regular intervals, download a registration report and get the customer to approve them. This is time-consuming and can be frustrating for the customer.

Adding registration close to the event is not ideal as the customer will usually have sent out the link to the meeting. Enabling registration will make the link unusable.

8. Require Authentication to join

We don't normally use this feature.

This feature requires participants to have a registered Zoom account and to be signed in to the Zoom app to access the meeting.

If this is used in conjunction with registration then that further complicates the process as they will need to register with their authenticated account.

9. Webinar Passcode

We always require a webinar passcode to prevent unauthorized access to the webinar.