Event & Portal Setup
Attendee Portals
What is a portal?
A portal is a website that you set up to host multiple events, replays, and other content from a single link. With a portal, your visitors register one time and can attend any of the events on the portal. Reporting is similar to event reports, except the results include all events on the portal.
To create a portal, sign in to the Webcast Admin portal. At the top right of the My Events tab, click Create New Portal. Create the events first and then in portal setup, select the events you would like to include.
This article is an introduction to portals and provides some examples.
Portal basics
Every portal includes a registration page and a list of events. You can include all types of events: Live, Simulated Live, and On-Demand (or replays). You can also host breakout sessions in any meeting app of your choice; just add the meeting URL.
You can choose from different layouts to set up the registration page. Similar to event setup, you can use branding to customize colors, add logos, add background images, and more. For the portal itself, there are several layouts for listing your events, as well as grouping options to organize the events.
Organize your events
On a portal, the list of events is called an agenda or schedule. Each event linked to the portal agenda is a segment.
On the Portal Layout tab, choose how your portal will look once a visitor signs in.
On the Manage Segments tab, select the events and breakout sessions to include on the portal agenda and sort them.
The portal sorts events by their scheduled date and time. Depending on the layout you select, you can use automatic grouping to further group events into tabs with their scheduled date or you can create your own custom categories (called tracks).
The Simple List layout is just as it sounds - a list of events, sorted by date and time. For automatic grouping, select a different layout.
The other layouts add visual elements like expandable accordions and tabs to group events. On the Manage Segments tab, create categories and assign events to them or group events automatically by date. The category names or dates display on the accordions, tabs, etc.
Show checkboxes on Registration is available for Simple List and Custom layouts only. Select this option to allow viewers to select which events they would like to access.
Example 1 - Simple list of events
This example sets up a portal with six events and two breakout sessions for the same date, sorted by time.
Layout: Simple List
Automatic Grouping: None (not available with Simple Layout)
Categories: None (not available with Simple Layout)
On the Manage Segments tab, click Add Segments and select the events to include.
The resulting portal looks like this.
Example 2 - Events organized into tabs by date
This example sets up a portal with six events and two breakout sessions per date. They are grouped into tabs by their scheduled date. The portal displays the dates on the tabs.
Layout: Tabs
Automatic Grouping: Broadcast date tabs
Categories: None
On the Manage Segments tab, click Manage Categories to access the automatic sorting options. You don't have to create any categories.
The resulting portal looks like this.
Example 3 - Events organized by categories (tracks)
This example sets up a portal with six events and two breakout sessions per date. They are grouped into three custom categories. The portal displays the category names on the tabs.
Layout: Tabs
Automatic Grouping: None
Categories: Yes
On the Manage Segments tab, click Manage Categories to set up the categories. Then assign the events to the categories you created.
The resulting portal looks like this:
Add events to a portal
With a portal, viewers can register one time and attend any of the events on the portal. After you select a portal layout, start adding events (segments) to your portal from the Manage Segments tab. You can include Live, Simulated Live, and On-Demand (replay) events and include a description for each event you add.
Note: An event can be linked to only one portal at a time. If you want to add an event that is used on another portal, go to that portal and remove the event first.
To add events to a portal:
Sign in to the Webcast Admin portal and edit the portal.
On the left panel, click the Manage Segments tab.
At the top right of the tab, click Add Segments.
The page lists events that are not linked to other portals.
Select the events you want to include and then click Select Events and Folders.
The selected events display on the Manage Segments tab under Linked Segments.
Click the Edit button next to an event to add a description. The description displays under the title of the event on the portal. After adding a description, click Save Changes.
Click Save and Continue to save the events to the portal.
Once you've added events, you can sort them into categories and hide or restrict access to them.Add breakout sessions to a portal
Engage your viewers and allow viewers to attend breakout sessions from the portal agenda page. After you select a portal layout, you can start adding breakout sessions (segments) to your portal from the Manage Segments tab and link them to any meeting app you choose, including GlobalMeet Collaboration, Zoom, Microsoft Teams, and more. Breakout sessions display in the list of events on your portal.
Note: Viewers can access your meeting room link before the scheduled breakout session time. Ensure that your meeting has security features, such as a waiting room, turned on to prevent guests from joining early. Or, you can hide the View Now button after you've created the breakout session.
To add a breakout session:
Sign in to the Webcast Admin portal and edit the portal.
On the left panel, click the Manage Segments tab.
At the top right of the tab, click Add Breakout.
Enter a name for the session and your meeting link, schedule the breakout session, and optionally add a description.
Click Save Changes to save the session. Then click Save and Continue to save changes to the portal.
Once you've added the sessions, you can sort them into categories.Auto-fields for event details on a portal
Jump to: Auto-field Reference | Customization Example
The portal agenda displays specific details about each event, or linked segment. It uses auto-fields - that is, placeholders or variables - to pull in specific details about each event. By default, the agenda includes the date, title, and description for the event, with View Now and Add to Calendar buttons.
To customize the details displayed, go to the Portal Layout tab and under Segment Formatting select Custom. This opens the Content Editor, where you can add and apply styling to auto-fields as well as include text, images, and other elements. Available auto-fields are displayed below the edit area.
Important: Segment formatting sets the content displayed for every event. Only include text or images that you would like repeated with each segment block.
Auto-field reference
The format of an auto-field is __AUTOFIELD__ (the auto-field with two underscores before and after).
The following table explains the available auto-fields and the text they display.
Auto field
Description
__SEGMENTDATE__
Scheduled day, date, and time
__SEGMENTTITLE__
Event title
__SEGMENTTIME__
Scheduled time
__SEGMENTDESCRIPTION__
The description you entered on the Manage Segments tab
__SEGMENTVIEWBUTTON__
View Now button
__SEGMENTREMINDERBUTTON__
Add to Calendar button
__SEGMENTLIVENOW__
Add a live indicator to events on the portal when their scheduled date and time arrives
Per-event registration
If you are using per-event registration, you can add event registration to the main registration page. This lets visitors register for the portal and specific events at the same time. For more information, see Have viewers register for individual events on a portal.
On the Registration tab, scroll to Customize Event Landing Page and next to Landing Text, select Custom.
The following table explains the available auto-fields.
Auto field
Description
__ALLSEGMENTS__
All events linked on the portal
__SEGMENTBLOCK1__
The first event linked on the portal, based on the order you set on the Manage Segments tab
__SEGMENTBLOCK2__
The second event linked on the portal
__SEGMENTBLOCK3__
The third event linked on the portal
__SEGMENTBLOCK4__
The fourth event linked on the portal
__SEGMENTBLOCK#__
The Nth event linked on the portal
Customization example
This example adds text before the __SEGMENTTIME__ auto-field to update the first line of each segment block. By default, text on the first line is smaller than other details. In the Content Editor, we selected the updated line and clicked the Text Size (T) button to increase the font size.
Have viewers register for individual events on a portal
Available with Simple List and Custom portal layouts (on the Portal Layout tab).
With a portal, your viewers register one time and can attend any of the events after signing in to the portal. If you want, you can add checkboxes to the portal agenda and let viewers register for the events they plan to attend.
When a viewer enters a specific event from the portal, their registration data is included in the event's reports.
Enable registration checkboxes
On the Portal Layout tab, select Simple List or Custom layout and select Show Checkboxes on Registration.
You can use the provided agenda format or scroll to Segment Formatting and select Custom.
What your viewers see
On the portal agenda, viewers initially see a list of events with check boxes. They select each event they plan to attend and then click Register for Selected Events. Registered events are listed events at the top, followed by additional event they could register for.
Example code
Here is the coding from the previous example.
__SEGMENTTITLE__
__SEGMENTVIEWBUTTON__
__SEGMENTDATE__
__SEGMENTREMINDERBUTTON__
__SEGMENTDESCRIPTION__
To use this formatting:
On the Portal Layout tab, scroll to Segment Formatting and select Custom.
At the right side of the editor, click > to switch to code view.
Delete all the placeholder code.
Paste the example code.
Click Save and Continue.
Sort events and breakout sessions into categories
After you add events and breakout sessions to the portal, the portal automatically sorts them by their scheduled date and time. Depending on the portal layout you select, you can further group your events with automatic grouping and sort events into tabs by broadcast date or into custom categories (or tracks) you create.
Select a layout
Before you categorize events and breakout sessions, you must select the correct layout.
Sign in to the Webcast Admin portal and edit the portal.
To select a layout:
On the left panel, click the Portal Layout tab.
Under Post-Registration Agenda Display Options, select the:
Tabs layout to sort events into broadcast date tabs.
Accordion, Tabs, Table of Contents, or Tracks layout to sort events into custom categories.
Note: Simple List and Custom layouts do not support automatic grouping.
Click Save and Continue.
Sort with broadcast date tabs
If your conference takes place over several days, you can automatically group them into tabs with their scheduled date. If the date of an event or breakout session changes, it is automatically sorted into the correct date tab on the portal.
This is an example of a portal with a Tab layout and events sorted into broadcast date tabs.
To sort events and breakout sessions into tabs by date:
On the left panel, click the Manage Segments tab.
On the Manage Segments tab, click Manage Categories.
On the Manage Categories window, under Automatic Grouping, select Broadcast date tabs and then click Save.
Then on the Manage Segments tab, click Save and Continue.
Sort with custom categories
Create your own custom categories to separate different conference days, topics, and more.
This is an example of a portal with a Tab layout and events sorted into custom categories.
To sort events and breakout sessions into custom categories:
On the left panel, click the Manage Segments tab.
On the Manage Segments tab, click Manage Categories.
On the Manage Categories window, under Automatic Grouping, select None.
Click New Category and enter a Category ID and a Display Name for each of your categories.
The Category ID is used to assign events and breakout sessions to the category in the Webcast Admin portal and does not display on the portal agenda page. The Display Name is the title of the category that viewers see on the portal.
Note: Category IDs can't contain any spaces or special characters.
Once you've created your categories, click Save.
On the Manage Segments tab, a new Category column displays.
In the Category column, select a Category ID for each event and breakout session to assign them to categories.
Note: You must assign categories to all of your events and breakout sessions for them to display on the portal.
After you've assigned your categories, click Save and Continue.
Events
Create and schedule a Live event
Live events are broadcast live at the date and time you schedule. When setting up a Live event, choose how presenters will speak to the audience (on- or off-camera), the length of the event, and the maximum number of attendees allowed.
Note: The event can be from 30 minutes to 8 hours long and can be scheduled at any 5-minute interval on the hour (9:00, 9:05, 9:10, etc.).
To schedule a Live event:
In the Webcast Admin portal, at the top of the page, click + Create New Event.
On the Event Settings tab, enter the event name.
Next to Event Type, select Live with Archive.
Select the event date and time, duration, and time zone.
For the Live Acquisition Source, select how presenters will broadcast on the day of the event. If you're broadcasting audio only, select Telephone. If presenters will broadcast live video, select Webcam, Video Bridge, or another source, and then select the location you'll be broadcasting from.
For Max. Audience Size, select the number of people you expect to attend the event. Access will be limited to this number of simultaneous live viewers.
Once the event details are complete, at the bottom of the Event Settings tab, click Create Event to proceed with the setup process.
Create an On-Demand event
On-Demand events are recordings that can be watched at any time. When setting up an On-Demand event, select whether the primary media clips (typically presenter narration) you plan to include are audio or video files. This Media setting affects what you can upload to the event and present in the video player (headshots with audio or videos) and the video player size (on the Player & Branding tab). You can include overlay videos regardless of the Media type you select.
After creating the event, go to the Event Content tab to upload your primary media clips, slide decks, videos, and other content you'll share in the event. Then, open the On-Demand Studio and assemble your event. To learn more about uploading clips and assembling the event, see:
Upload audio clips for use in a recorded event
Upload videos for use in a recorded event
Assemble or edit an event recording
Note: The event can be from 30 minutes to 8 hours long.
Jump to: Create an On-Demand event | Allow attendees to view the event
Create an On-Demand event
To create an On-Demand event:
In the Webcast Admin portal, at the top of the page, click + Create New Event.
On the Event Settings tab, enter the event name.
Next to Event Type, select On-Demand.
Select the event duration.
Select the type of media you'll be uploading as the primary event content. This affects the size of the video player (on the Player & Branding tab). If you will upload:
Audio files to play while displaying presenter headshots in the video player, select Audio.
Video files to use as presenter video in the video player, select Video.
For the Max. Audience Size, select the number of people you expect to watch the recording at one time. Access to your event will be limited to this specified number of simultaneous viewers.
Once the event details are complete, at the bottom of the Event Settings tab, click Create Event to proceed with the setup process.
Allow attendees to view the event
Once the event is ready for viewing, make sure to allow attendees to access the event. By default, the event window is closed to attendees to prevent them from viewing the event before it has been assembled.
To allow attendees to access the event:
Go to the Event Summary tab.
In the Event Details section, under Event Access, click Manage Access.
On the Manage Event Access window, set the Player to Open.
Optional. Set the player to close at a scheduled date and time and update the message attendees see when they join the event when the player is closed.
Click Save Changes.
Create and schedule a Simulated Live event
Simulated Live events are recordings that are broadcast at the date and time you schedule. You can create a Simulated Live event with pre-recorded media that you upload or schedule a recording session to capture the event content. Either way, you'll use the Simulated Live Studio to finalize and publish the event.
Once the recording is ready, schedule the broadcast. You can re-broadcast a Simulated Live event. After the first Simulated Live broadcast is over, go back to the Event Settings tab and schedule another broadcast.
Note: The event can be from 30 minutes to 8 hours long.
Jump to: Create a Simulated Live event with pre-recorded media | Create and record a Simulated Live event | Schedule a Simulated Live broadcast
Create a Simulated Live event with pre-recorded media
When setting up a Simulated Live event with pre-recorded media, select whether the primary media clips (typically presenter narration) you plan to include are audio or video files. This Media setting affects what you can upload to the event and present in the video player (headshots with audio or videos) and the video player size (on the Player & Branding tab). You can include overlay videos regardless of the Media type you select.
After creating the event, go to the Event Content tab to upload your primary media clips, slide decks, videos, and other content you'll share in the event. Then, open the Simulated Live Studio and assemble your event. To learn more about uploading clips and assembling the event, see:
Upload audio clips for use in a recorded event
Upload videos for use in a recorded event
Assemble or edit an event recording
To create a Simulated Live event and upload pre-recorded media:
In the Webcast Admin portal, at the top of the page, click + Create New Event.
On the Event Settings tab, enter the event name.
Next to Event Type, select Simulated Live.
Next to SimLive Source, select Upload Media Files.
Select the event duration.
Select the type of media you'll be uploading as the primary event content. This affects the size of the video player (in the Player & Branding tab). If you will upload:
Audio files to play while displaying presenter headshots in the video player, select Audio.
Video files to use as presenter video in the video player, select Video.
For the Max. Audience Size, select the number of people you expect to attend the event when it is live. Access to your event will be limited to this specified number of simultaneous viewers.
Note: You can update the number of attendees when scheduling the Simulated Live broadcast.
Once the event details are complete, at the bottom of the Event Settings tab, click Create Event to proceed with the setup process.
Create and record a Simulated Live event
When setting up a Simulated Live event with a recording session, schedule the session, upload content, and on the day of the session, use the Live Studio to record the event. When the recording is complete, you'll be able to edit it in the Simulated Live Studio. To learn more about editing the recording, see Assemble or edit an event recording.
To create a Simulated Live event and schedule a recording session:
In the Webcast Admin portal, at the top of the page, click + Create New Event.
On the Event Settings tab, enter the event name.
Next to Event Type, select Simulated Live.
Next to SimLive Source, select Record Media.
Select the date and time, duration, and time zone for the recording session.
For the Capture Acquisition Source, select how presenters will broadcast on the day of the recording session. If you're broadcasting audio only, select Telephone. If you plan to broadcast live video, select another broadcast type and select the location you'll be broadcasting from.
For the Max. Audience Size, select the number of people you expect to attend the event when it is live. Access to your event will be limited to this specified number of simultaneous viewers.
Note: You can update the number of attendees when scheduling the Simulated Live broadcast.
At the bottom of the Event Settings tab, click Create Event to proceed with the setup process.
Schedule a Simulated Live broadcast
Once your recording has been finalized and published in the Simulated Live Studio, schedule when you want the event to be broadcast. Once you schedule a broadcast, attendees can access the event, but the recording won't be played until the scheduled date and time.
To schedule a Simulated Live broadcast:
Go to the Event Settings tab for the event and under Event Type, click Schedule a New Broadcast.
Select the event date and time and time zone.
Optional. If the number of people attending the broadcast is different from the number you selected when creating the event, update the Max. Audience Size.
Click Save and Continue.
After you broadcast a Simulated Live event, it is added to the list of previous broadcasts above the Schedule a New Broadcast button. The event in this example has been broadcast two times.
Change a Simulated Live event from live acquisition to pre-recorded content
If you schedule a Simulated Live event to be recorded and then decide you'd rather upload pre-recorded media, you cannot convert the event directly. Instead:
Before you begin, create a custom calendar reminder for the actual broadcast date and update the event landing page.
Run the event briefly to create an archive that you can edit.
Open the archive in the SimLive Studio where you can upload media and assemble and publish the event.
Go back to the Event Settings tab and schedule the Simulated Live broadcast.
Finally, set up follow-up emails to act as event reminders for registered attendees. For more information, see Send reminder emails for a converted Simulated Live event.
This article walks you through the process.
Jump to: Before you begin | Run and archive the event | Upload pre-recorded content and publish | Schedule the broadcast
Before you begin
The original + Add to Calendar button has the wrong date and time. Create a custom calendar reminder and replace the __REMINDERBUTTON__ auto-field with the auto-field for the custom reminder (for example, __REMINDERBUTTON1__). To learn more, see custom calendar reminders in Auto-fields for event landing pages.
Before you run the event, manually set the event date and time on the landing page so attendees can continue to register and make sure the event window stays closed while you're editing.
The event date and time on the landing page will change as you work with the event. To avoid confusion, manually set the event date and time and optionally, update the + Add to Calendar button.
To update the event date and time on the landing page:
On the left panel, click the Registration tab.
In the Customize Event Landing Page section, open the Landing Page Content section, and next to Date Bar Text, delete the __DATE__ and __REMINDERBUTTON__ auto-fields.
In the Date Bar Text field, enter the date and time the event will be broadcast, followed by the __REMINDERBUTTON#__ auto-field for the custom calendar reminder you created.
Click Save and Continue.
To close the event window to attendees:
Because the event is a Simulated Live recording, the player is set to Closed until it is archived. Change the setting so that it remains closed until you are finished editing and publishing.
On the left panel, click the Event Summary tab.
Under Event Access, click Manage Access.
Next to At the end of the live event, archive will be, select Closed until it is manually opened.
Click Save Changes.
Run and archive the event
To create an archive that you can edit, run the event briefly. When you're ready, set the event date to the current day and time, and then start the broadcast.
To archive the event:
On the left panel, click the Event Settings tab.
Under Event Type, schedule the event to be captured immediately and click Save and Continue.
On the Event Summary tab, under Run My Event, click Launch Live Studio.
In the Live Studio, start the event, let the event run for a few minutes, and then end it. Once you end the event, it will automatically be archived.
Upload pre-recorded content and publish
Wait until the event is archived, then launch the SimLive Studio, upload media files, organize them on the event timeline, and finally publish the event.
Note: You can also upload media on the Event Content tab. Again, wait until archiving finishes or you will only be able to upload overlay videos.
To upload pre-recorded content:
On the Event Summary tab, under Run My Event, click Launch SimLive Studio.
Delete the content from the broadcast that created the archive. Under Event Timeline, right-click Live Clip 1 and click Remove Clip.
A warning message is displayed asking if you really want to delete the clip. Click Yes.
Upload videos and audio files to the event.
Drag the clips you uploaded to the event timeline and then click Publish All Changes.
You'll receive an email when the event has been published.
Schedule the broadcast
Now that the event is ready for broadcast, schedule it and reopen the player.
To schedule the new broadcast:
On the left panel, click the Event Settings tab, and then click Schedule A New Broadcast.
Select a date, time, and time zone for the broadcast, and click Save and Continue.
To make sure attendees can access the event on the day of the broadcast, on the Event Summary tab, under Event Access, click Manage Access, set the Player option to Open, and click Save Changes.
Set up and run a Simulated Live event with live Q&A
By default, attendees type their questions in the Ask a Question box during the Simulated Live event and presenters answer them in the Q&A queue. To have a live Q&A session after a Simulated Live event, you can create a Live event for Q&A and automatically send attendees to the event when the Simulated Live event ends.
Jump to: Overview | Set up the events | Set up the exit URL | Run the Simulated Live event | Run the Live Q&A event | After the event
When attendees are redirected, they bypass the registration page for the Live event, so they only need to register for the Simulated Live event. Their registration data is passed from the Simulated Live event to the Live event and is included in the Live event reports.
On the day of the event, before the Simulated Live event ends, presenters join the Live Studio to answer questions attendees submitted in the Ask a Question box.
Notes:
To set up a Simulated Live event with a live Q&A event, you must have access to the Exit URL and Pass Data Fields features. To have the features set up for your account, contact Support.
If you’d like to allow attendees to ask questions over the phone, add an operator-assisted phone bridge to the Live event. To request an operator-assisted bridge, send an email to GlobalReservations@webcasts.com.
Set up the events
To set up the Simulated Live event with a Live event for Q&A, create the two events and then set up the redirect from the Simulated Live event to the Live Q&A event.
First, create and schedule the Simulated Live event.
Then, create and schedule the Live event to begin a few minutes before the Simulated Live event ends.
By default, attendees can submit questions during the Simulated Live and the Live events. If you’d like to take questions only during the Live event, go to the Player & Branding tab, and under Audience Questions, clear the Allow during SimLive event checkbox.
Notes:
On the Registration tab, you must select Email and the same registration questions for both events to pass data fields to the Live event. You can’t use anonymous registration.
To give attendees the same experience as the Simulated Live event, upload the same slides and content to the Live event.
If you plan to include a Post-Event Survey, the survey should be setup in the Live event. Including a Post-Event Survey at the end of the Simulated Live event will require viewers to complete the survey first before joining the Q&A. Viewers not completing the survey would need reach the Q&A.
Set up the Exit URL for the Simulated Live event
Set the exit URL for the Simulated Live event to automatically send attendees to the Live event for the Q&A session.
Note: If you plan to convert the Simulated Live to an On-Demand event and make it available for replay, you can also set the exit URL for the Live event so that attendees are sent back to the Simulated Live event when the Q&A session ends.
To set the Exit URL for the Simulated Live event:
Edit the Live event and on the Event Summary tab, under Event Details, copy the event link.
Edit the Simulated Live event.
On the left panel, go to the Player & Branding tab.
Under Exit URL, paste the link for the Live event and select Do not show to viewers who exit the event early.
Under Pass Data fields to Exit URL, click Edit Fields.
On the Passed Data Fields window, select the attendee registration data you want to include in the Live event reports. You can select First Name, Last Name, Company, and Email.
Click Save Changes.
Click Save and Continue.
Run the Simulated Live event
On the day of the event, the Simulated Live event runs automatically at the scheduled broadcast date and time. While the event is running, you can manage the event from the Event Summary tab. You can:
Send a message to the audience
View the total number of attendees watching the event and view a list of attendees and their registration information
Answer, sort, and delete questions attendees submitted
If you turned on Audience Questions for the Simulated Live event and plan to answer the questions during the Live event, in the Manage Q&A window, you can export the questions as a CSV file.
Run the Live Q&A event
At least 15 minutes before the Simulated Live event ends, have presenters join the Live Studio and start the event. This ensures that the event is live and content is visible to attendees when they join.
Tip: If you plan to make the Q&A session available for replay, make sure presenters are muted while attendees join the Live event. This makes it easier to edit the recording later.
When the Simulated Live event ends, attendees automatically join the Live event for the Q&A session. You can check the number of attendees that joined the Live event at the top of the Live Studio.
If you exported questions from the Simulated Live event, you can add them to the Q&A queue for the Live event. In the Manage Q&A queue, click the Ask a Question button, enter the attendee’s email address and their question, and click Submit Question.
Note: When you add a question to the Q&A queue, only the attendee email address and the question are included in the event reports.
After the event
By default, Simulated Live events are not available for replay.
To make a single Simulated Live broadcast with a Live Q&A available for replay, convert the Simulated Live event to an On-Demand event. Then, edit the recording and remove the content at the beginning of the recording before you start the Q&A session. To learn more see, Assemble or edit an event recording. You can also optionally send attendees back to the Simulated Live event when the Live event ends.
To schedule a new Simulated Live broadcast with a live Q&A session, create a new Live event and update the exit URL with the new Live event link.
Important: If you schedule a new broadcast without updating the Exit URL, attendees are redirected to the live Q&A event replay instead of the new live Q&A session.Add custom questions to a registration form
In addition to standard registration questions, you can add custom questions to the registration form and choose how registrants will answer each question. Registrants can either type their answers in an open text field or select from pre-defined answers that you set up. For more information, see Answer Types later in this article.
To add a custom registration question:
On the left panel, click the Registration tab.
Scroll to Custom Registration Questions and click Add New Custom Question.
In the New Custom Registration Question section, enter the question (or field label), the type of question (will the registrant type their answer or select from defined answers?), and the column name to identify the question in reports.
If you selected Drop Down List, Checkboxes, or Radio buttons as the Answer Type, enter the answers to the question and click + Add.
Click Save Question. The new question is listed under Custom Registration Questions.
Optional. Select Require to require registrants to answer the question to register.
Repeat steps 3 to 7 to add more questions.
Click Save and Continue to save changes to the registration form.
You can edit or delete the custom questions at any time.
Answer Types
For each question, decide whether the registrant will type their answer or select from pre-defined answers. The following table explains options and recommended use.
Answer Type
Used for
Open Text Field
Open-ended questions that require a short answer
Open Text Area
Open-ended questions that require a longer answer
Drop Down List andRadio Buttons
Multiple-choice questions where only one answer can be selected. A drop down list hides the answers (registrants click to display options); radio buttons show all the answers.
Checkboxes
Multiple-choice questions where multiple answers can be selected
Single Checkbox
Questions where only one answer can be selected or for disclaimers or statements that need to be acknowledged
Add marketing consent tracking to a registration form
You can collect marketing consent from event and portal registrants and provide links to privacy policies, terms of service, and more on the registration form. Event and portal reports let you easily identify those who provided consent and ensure you communicate only with those who opted in.
Registrants can unsubscribe from emails at any time by clicking Unsubscribe at the bottom of the email.
To allow attendees to opt in to emails:
Sign in to the Webcast Admin portal and edit the Live event or portal.
On the left panel, click the Registration tab.
Under Standard Registration Questions, select [INSERT COMPANY NAME HERE] may contact me....
In the Question field, delete [INSERT COMPANY NAME HERE], enter the name of your company or organization, and edit the text as needed.
Click Save and Continue.
The following example includes the marketing consent option and additional links.
To find registrants who opted in to email communications:
Use the Audience Details report to retrieve a current list of people who opted in to receive email communications. You can run the report for a single event or for multiple events.
At the top of the Webcast Admin portal, click Reports.
On the Report tab, under Selected Events, click Add Events/Folders.
Select the event or portal and then click Select Events and Folders.
On the Reports tab, under Report Type, select Audience Details, click Select Columns, and then select Registration Data. Choose the data to include in the report.
Expand the Filter Results By section and select Exclude Unsubscribed Users.
Click Run My Report.
Allow people to attend an event without registering
If you do not want to collect any information from attendees, set up the event with no registration form and allow people to attend anonymously. To allow attendees to access the event even faster, you can also have them bypass the landing page when they click the event link and join the event immediately.
Without a registration form:
Information about individual attendees will not be available in registration reports
Viewing data will not be available in event reports
You cannot send event reminders and follow-up emails to attendees
Attendees will appear in reports with a generic placeholder email address, such as guest#######@webcasts.com
To hide the registration form:
On the left panel, click the Registration tab.
Under Registration Type, select Use Anonymous Registration.
Optional. Select Skip landing page to have attendees bypass the landing page.
Click Save and Continue.
Auto-fields for emails
Jump to: Auto-field Reference | Registrant Auto-fields
On the Emails & Marketing tab, you can enable confirmation, reminder, and follow-up emails for an event. By default, the emails include the event title, the event date and time, duration, and the event link. The system uses auto-fields - that is, placeholders or variables - to pull in these specific details. The benefit of auto-fields is that they automatically update when you make any changes to your event title or scheduling on the Event Settings tab.
Note: For attendee portals, the registration confirmation email includes the portal URL.
To customize the information in an email, go to the Email & Marketing tab, select the type of email to enable, and then select Send My Custom Message. Available auto-fields are listed below the text editor.
Auto-field Reference
The format of an auto-field is __AUTOFIELD__ (the auto-field in ALL CAPS with two underscores before and after).
The following table explains the available auto-fields and the text they display.
Auto-field
Description
__TITLE__
Event title
__DATE__
Scheduled date
__TIME__
Scheduled time
__DURATION__
For Live events. The scheduled duration of the event
__EVENTLINK__
Event URL
__EVENTPASSWORD__
Registration and login password (if enabled)
__GOOGLEREMINDERBUTTON__
Add to Calendar button. Creates a new event in Google Calendar.
__GOOGLEREMINDER__
The URL of the Google calendar reminder. Creates a new event in Google Calendar.
__REMINDERBUTTON__
Add to Calendar button. Downloads an ICS file with event details.
ICS files are a universal calendar format that can be read by Microsoft Outlook, Google Calendar, and Apple Calendar.
__REMINDER__
The URL of the ICS calendar reminder. Downloads an ICS file with event details.
__REMINDERBUTTON1__
Add to Calendar button for the first custom calendar reminder
__REMINDER1__
The URL of the first custom calendar reminder. Downloads an ICS with event details
__UNSUBSCRIBEBUTTON__
An HTML link that says Unsubscribe. Opens a confirmation page for the recipient to unsubscribe from emails.
__UNSUBSCRIBE__
The full URL behind the Unsubscribe link
Registrant Auto-fields
You can personalize emails by including details captured when an attendee registers for an event or portal. Make sure the fields you want to use are required on the registration form. You can include any of these standard registration fields.
__TITLE__
__FNAME__
__LNAME__
__COMPANY__
__ADDRESS1__
__ADDRESS2__
__CITY__
__STATE__
__COUNTRY__
__POSTALCODE__
__PHONE__
__MOBILE__
__FAX__
Auto-fields for event landing pages
Jump to: Auto-field reference | Custom calendar reminders
By default, the landing page includes the event title, the event date and time, and a calendar reminder button. It uses auto-fields - that is, placeholders or variables - to pull in these specific details. The benefit of auto-fields is that they automatically update when you make any changes to your event title or date on the Event Settings tab.
To customize information on the landing page, scroll to the Customize Landing Page Content section and open Landing Page Content. Available auto-fields are listed below the text editor.
Auto-field reference
The format of an auto-field is __AUTOFIELD__ (the auto-field in ALL CAPS with two underscores before and after). The following table explains the available auto-fields and the text they display.
Auto field
Description
__TITLE__
Event title
__DATE__
Scheduled day, date, and time
__DURATION__
For Live events. The scheduled duration of the event
__REMINDERBUTTON__
Add to Calendar button
__REMINDER__
The URL of the calendar reminder. Downloads an ICS with event details
__REMINDERBUTTON1__
Add to Calendar button for the first custom calendar reminder
__REMINDER1__
The URL of the first custom calendar reminder. Downloads an ICS with event details
Custom calendar reminders
Live events have a built-in calendar reminder that downloads a calendar file with the scheduled date and time, event URL, and other information. You can set up additional calendar reminders for the event. On the Event Summary tab, open Optional Event Settings and click Add New . Auto-fields are created for each new calendar reminder, with a number appended.
Bulk registration for an event
Add-on. Please contact your sales representative for additional information.
With bulk registration, you can register hundreds or thousands of attendees for an event at one time. Set up your registration form first, then upload a spreadsheet with columns for each registration question on the form (attendee names, email addresses, etc.). To learn more about setting up the registration form, see Set up the registration form for an event.
Notes:
Bulk registration doesn’t send a registration confirmation email. Set up a reminder email to send event details to registrants.
You can view the registrant data you uploaded in the Audience Details report. To learn more about running reports, see Run event reports.
You can't make changes to registrant data or unregister someone once you upload the file.
Upload file requirements
Create a spreadsheet and enter registration details for each attendee you want to register.
Supported formats include CSV, TSV, TXT, XML, XLS, XLSX
Limit the number of registrants per upload to 2,000 or less
Include one column for each registration field on your registration form
For standard registration questions, label columns with the Type label
For custom registration questions, label the columns the Report Column Title you set up
For each registrant, complete all fields that you required in the registration form. Required fields can't be blank.
Email address is always required. Each registrant's email address must be unique. Duplicate email addresses are not accepted.
Register attendees
To upload a registration list:
On the Event Summary tab, in the Event Details section, click Upload Registrants.
On the Viewer Registration Data window, click Upload data from file to select the spreadsheet and upload it.
Select the sheet you want to import the data from and click Continue.
The uploader detects the header row in the spreadsheet and matches each column to a field on the registration form. Confirm the header row and then confirm that each column is mapped correctly.
To not include a data column, click Ignore this column.
Click Review.
Correct any errors and edit registrant information before submitting. To only view errors that need to be corrected, set the Only show rows with problems option to ON.
Important: You can't make changes to registrant data after you submit it.
Click Continue.
A message asks if you're ready to submit the data. Click Yes.
The registrant list is loaded. When finished, a confirmation message shows the number of successful and failed registrations, and the attendees that weren't registered because their email address was already registered.
Click Ok.
Change the event window layout for a recorded event
For Live, On-Demand, and Simulated Live events. Use layout switching in a recorded event to change the view and highlight different types of content. In the editing studio, set layout changes on the event timeline. Attendees will see the different layouts while watching the finished recording. The available layouts depend on the media type (for On-Demand and Simulated Live events) you selected in the event setup or the broadcast type and player size of the original event (for Live event replays). To learn more, see Enable layout switching for an event.
To learn more about editing a recorded event, see Assemble or edit an event recording.
To change the event window layout:
Go to the Event Summary tab and click Launch On-Demand Studio or Launch SimLive Studio.
In the editing studio, under the event timeline, click the Layouts button.
The available layouts are displayed in the Layout Library.
In the Layouts Library, select a layout thumbnail and drag and drop it to the Layouts track on the event timeline.
To remove a layout change, right-click the layout and click Remove Layout.
Once finished, click Publish All Changes.
Embed a webcast in another website
You can embed your webcast in another website using an iframe element. Depending on your desired setup, you can customize the embed code to show the webcast player immediately or require viewers to register before loading the webcast player. This article includes embed code examples and iFrame and webcast player parameters that can be used to customize how the webcast displays.
Support is not able to assist in customizing code. Any customization is the responsibility of the hosting party.
Jump to: Examples | iFrame Parameters | Webcast Player Parameters
Examples
Example #1 - Embed the event
Use the following sample code to embed your webcast. Replace the event URL with your Event URL. If your event is set up with registration required, the event's landing page with registration form is displayed and each attendee must register before the webcast player displays. Reporting data for individuals is available.
Example #2 - Let attendees bypass registration
If your event is set up with registration required, you may want to bypass the registration form when the webcast is embedded in another website.
Because attendees will not be required to register to view the event, reporting data on individuals will not be available. If you customize the event's registration form for viewers accessing the event link directly, you will need to customize the embed code to include any additional parameters in the Event URL.
Use the following sample code to embed your webcast and bypass the registration step. In this example, the registration form has four required fields (First Name, Last Name, Company, and Email address); the query parameters fill the required fields with placeholder information. Replace the event URL with your event URL. You can also need to adjust other parameters of the iframe to fit your requirements.
Example #3 - Embed the event in a responsive (resizable) iframe
The previous examples set the size of the iFrame to 800 x 600 px. This example sets up basic styling for a responsive "container" to hold the iFrame with the event (notice that the