Presenters in the WebinarJam live room have different permissions depending on their role. The presenter’s role is indicated by a star icon in the top left corner of their video feed pane.
Hover over the star to see the role.
Click the star to change permissions.
Spotlight Presenter
Invited to be a presenter from the live room interface. Status: Light blue star icon
Appear in the video feed
Chat and post special messages (sticky, highlighted, etc.)
Presenter
Added as a presenter in the webinar configuration wizard. Status: Light blue star icon
Appear in the video feed
Chat and post special messages (sticky, highlighted, etc.)
Change room settings
View, create, and deploy live injections (polls, offers, etc.)
Administrator
Granted administrator status from the live room interface. Status: Blue star icon
Appear in the video feed
Chat and post special messages (sticky, highlighted, etc.)
Change room settings
View, create, and deploy live injections (polls, offers, etc.)
Start and end live broadcast
Use panic button
View all presenters
Grant or revoke administrator permissions
Eject spotlight presenters
Turn OFF a presenter’s camera or microphone
Room Owner
The default owner of the room is the webinar host (the first presenter in the webinar configuration). Status: Blue star icon
All administrator controls
Revoke permissions and eject any other administrator or presenter
Only one user can be the room owner at a time
Room ownership cannot be revoked by any other user
If the host does not enter the room or is disconnected, ownership passes to the second presenter configured in the webinar configuration.
Important: Cookie tracking is part of your browser’s privacy settings because cookies are used to store information about your browser sessions and activity and can impact how data about you and your behavior are shared online. Enabling third-party cookies will allow WebinarJam to gather analytics about activity in your event, so it is helpful to turn them on for the duration of the webinar. Revert your cookie settings to the browser default after the event to restore the security settings for your normal browsing activity.
It is recommended that webinar presenters and moderators enable cookies and third-party cookies in the browser used to broadcast a WebinarJam event to ensure that all functions of the webinar operate correctly.
Webinar attendees are not subject to any cookie requirements and can view an event regardless of their cookie preferences.
Learn how to find your cookie settings in:
Google Chrome
Firefox
Apple Safari
Microsoft Edge
Note: Internet Explorer is no longer supported by Microsoft. Please update to Microsoft Edge instead of using an old version of Internet Explorer in order to ensure support for your webinar.
Google Chrome (Windows and MacOS)
In Google Chrome:
Go to Settings > Privacy and security
Click Cookies and other site data in the privacy menu
Safari (MacOS only)
In Safari:
Go to Preferences > Privacy
Note: Apple no longer updates or supports their Safari browser for non-macOS platforms. Use of the Safari browser on a Windows-based PC is not recommended for WebinarJam events.
Firefox (Windows and MacOS)
In Firefox:
Click Settings in the main menu
Go to Privacy & Security and adjust your privacy settings to enable third-party cookies
Microsoft Edge (Windows and MacOS)
In Edge:
Go to Settings > Cookies and site permissions
Under Cookies and data stored, click Manage and delete cookies and site data
Send unique access links for each webinar presenter and moderator so they can join and support the event.
In Webinars, click Your links > Presenters
Each participant has two unique links that can be sent by email or copied to share through another channel.
Live Room is used to access the live room as the associated presenter and join the broadcast. The unique links register the presence of individual presenters as they join and create a video panel in the broadcast with their name.
Control Panel is an administrative center for the event where presenters or moderators can monitor the chat, view statistics on attendees, deploy live injections, etc.
Click the email icon to send a link to the associated user in an email
Click the arrow to immediately launch a link
Copy the unique link to share it with a presenter or moderator
Each webinar has one host presenter and the option to add two additional user types:
Presenter (co-host on camera in WebinarJam, and control panel access in EverWebinar)
Moderator (behind the scenes Control Panel management)
Add presenters and moderators at the Configuration > Webinar presenters step of the webinar setup. Click the toggle between Moderator and Presenter to change the role when adding a new user.
Check your plan:
Control Panel and moderators are available for EverWebinar and for WebinarJam Enterprise.
The number of presenters available depends on your WebinarJam plan.
Presenters
In WebinarJam
Presenters are on-camera speakers in a live event. Before the webinar begins, presenters use their unique access link to log in to the live room.
WebinarJam Presenters:
Are listed on the webinar registration page and in notification emails
Perform and audio and video settings check when they enter the live room
Appear on camera during the live webinar
Can turn their camera and microphone on and off during the live webinar
Can access and control the live injection features of the room, such as the agenda, polls, offers, etc.
Can post highlights and tips in the webinar chat
Can send private messages to attendees in the webinar and the other presenters
Can post public messages in the webinar chat
Can remove messages from the webinar chat and block attendees
Host presenter: Starts and ends the live broadcast and can assign admin permissions to other presenters.
In EverWebinar
Presenters have a passive role in EverWebinar because the automated events are not live. Instead of accessing the live room, EverWebinar presenter links give the user access to the Control Panel.
EverWebinar Presenters
Are listed on the webinar registration page and in notification emails
Can access the Control Panel
Moderators
Moderators are behind-the-scenes users that manage activity in the webinar from the Control Panel without being on camera.
Moderators:
Use a unique access link to login to the Control Panel at the time of the live event
Can access and control the live injection features of the room, such as the agenda, polls, offers, etc.
Can post highlights and tips in the webinar chat
Can send private messages to attendees in the webinar and the other presenters
Can post public messages in the webinar chat
Can remove messages from the webinar chat and block attendees
Google & Yahoo Email Updates for 2024 – January 22, 2024
Watch the replay above to join the WebinarJam Team for an informative webinar guiding you through the upcoming changes for email services affecting WebinarJam users.
As of February 1, 2024, Google and Yahoo are implementing new rules to enhance email security and reduce spam. As a business, it will be crucial to stay informed and be prepared for these changes to ensure the seamless delivery of your client and prospect emails.
WebinarJam Mail is the sending service for both WebinarJam and EverWebinar events. This article applies to all webinar event types.
The sender details for each notification or reminder email sent from your account reflect the name and email address of the primary host presenter for each event. These details appear in the “envelope” for your message in a recipient’s inbox so they can see who a message came from.
Custom domain addresses must be authenticated to ensure deliverability and keep your messages out of the spam folder. If you use WebinarJam Mail as your sending gateway, you can start the authentication process in your WebinarJam account.
If you use an integrated SMTP to send your webinar notifications, start the DKIM setup in your SMTP account.
Sending domains that have not been authenticated will prompt a warning message in your webinar configuration when you save a host with a custom email domain.
Example of an unauthenticated custom domain warning
Example of the notifications step of a webinar setup with the DKIM warning
Authenticate Your Domains
Go to the Integrations > DKIM settings in your account profile to add your sending domains and start the authentication process.
Follow the Sender Authentication Checklist to complete each of the steps needed to secure and authenticate your domain. The process will take approximately 24 hours to set up, propagate, and test.
Warning: You can check the “Okay, I understand that my emails will have low deliverability” box to dismiss the DKIM warning and add your custom sender domain without authenticating it.
Doing this will significantly impact the delivery rates for your webinar notifications and reminders and may hurt your sender reputation. Bypassing authentication is not recommended.
WebinarJam Mail is the sending service for both WebinarJam and EverWebinar events. Follow this series for all webinar event types.
This article is part of a series dedicated to helping you set up DKIM, SPF, and DMARC records to authenticate the custom domain email addresses you use to send emails with WebinarJam Mail.
What is DMARC? DMARC (Domain-based Message Authentication Reporting and Conformance) records tell mail servers what to do with emails that could not be verified as legitimate, based on a sorting policy that you define. They are published in the DNS settings for the domain.
Using this guide, create a DMARC policy to monitor DKIM and SPF alignment for your domain(s) and set up reporting so you stay informed. DMARC alignment refers to how closely a message From: header matches the sending domain specified by either DKIM or SPF.
Step 1: Identify Your Sender Domain(s)
Start by identifying the domain(s) you want to protect. Your domain is the part of your email address that comes after the ‘@’ symbol, such as yourcompany.com.
The person identified as the Webinar Host & Presenter is used as the sender for all notification emails for a particular event (the host is shown in the following image as “John Smith”).
To protect all the email domains you use for your webinars, look at the primary host information each time you create a new event. The email addresses associated with each host are the ones you must authenticate.
It is not necessary to authenticate the email domains for secondary presenters (ie, “Jane Doe” in the following image is a secondary presenter).
Example of the email sender settings in a webinar configuration
Remember: If you add different hosts with different email address domains to your webinars, DMARC records must be added to the DNS settings for each one.
Step 2: Login to Your Domain Host
Your DNS (Domain Name System) provider is where your domain’s settings are managed. Popular providers include GoDaddy, Namecheap, or Cloudflare, but there are many similar services your domain could be registered through.
Once logged in, find the DNS settings or management section of your account. Look for an option like “DNS Management” or “DNS Settings.”
Now, you’ll need to define the DMARC policy. A basic DMARC record includes the following components:
v=DMARC1: The DMARC version.
p=none: DMARC policy, example value set to “none.” This instructs mail servers to monitor emails but take no action if the sender cannot be authenticated.
rua=mailto:[email protected]: Specifies the email address where aggregate reports of mailing activity for the domain should be sent. In your record, replace “[email protected]” with the email address where you want to receive DMARC reports. The address must be located on the same domain as the DMARC record OR be issued by a DMARC monitoring service.
A finished DMARC record value with these components looks like this:
Note: If you sign up for a DMARC monitoring service, most will generate a DMARC record for you. They will provide the exact record and instructions to add it to your DNS. Otherwise, you can create the record manually as shown above.
Understanding DMARC Policies
The DMARC policy is specified by ‘p=value’ in your record. The value dictates what should happen with a message that could not be verified with DKIM or SPF.
The policy is set to one of three values:
p=none: Deliver all mail, regardless of verification.
p=quarantine: Treat the message as suspicious and potentially spam.
p=reject: Do not deliver at all.
If you are new to sender verification, it’s best to take a cautious approach to your initial DMARC policy and set it to “none,” with a plan to increase the strictness.
As long as a valid RUA value is defined in your record, you will receive DMARC activity reports with information about the messages that pass or fail the verification process. With the help of a DMARC monitoring service to distill the reports, they can help you find legitimate services that need to be added to your SPF record and see if spoofers are currently using your domain.
As you learn more about how accurately your mail is being verified and delivered, you can increase the strictness of your DMARC policy to make it more secure.
Step 4: Publish Your DMARC Record
Create a TXT record for your domain and add the policy defined in the previous step.
Go to the DNS Settings or DNS Management area.
Locate the domain(s) you use to send email.
Add a new TXT record to the domain and enter the DMARC details:
“Host” or “Name”: _dmarc
“Value” or “Content”: enter the DMARC record details you defined at the previous step.
Example of a DMARC TXT record in GoDaddy domain management
Note that the terminology you see in your account for the record fields can vary depending on your hosting service. If you’re not sure how to follow these steps in your DNS console, your domain host support will be able to help.
After publishing the DMARC record, wait about an hour for the changes to propagate through the internet.
Step 5: Test Your DMARC Record
Before testing the DMARC, make sure you also have valid DKIM or SPF records set up for your domain. Remember, DMARC works to validate and report on DKIM and SPF authentication, so all the pieces must be in place before you test.
If you have not configured and tested DKIM or SPF records yet, stop here and do that now:
When all your sender authentication records are complete, use a DMARC Record Check tool to confirm that the DMARC record is correct. Your domain host may provide one, or you can use an online service like DMARC Check Tool from MxToolBox. There are lots of free tools available online to help you test!
Step 6: Monitor and Analyze Reports
Sign up for a DMARC monitoring service and regularly check the mail server reports sent to the email address specified in your record’s rua tag.
The monitoring service will distill the information contained in each report into usable insights – without it, the XML reports can be difficult to understand. The information you get from the reports will help you review any email authentication failures and fine-tune your DMARC policy over time.
There are many services online that you can use to monitor DMARC reports. One example to get you started with a free monitoring tier is Valimail.
STOP: If you configured DKIM in your WebinarJam account in the previous step in this guide, SPF has already been provided for you. Skip this guide completely and do not add an additional SPF record.
If you are using an integrated SMTP service like MailGun or Postmark, however, you may need to add a separate SPF record. If that is the case, proceed with this guide.
This article is part of a series dedicated to helping you set up DKIM, SPF, and DMARC records to authenticate the custom domain email addresses you use to send emails with WebinarJam Mail.
What is SPF? An SPF (Sender Policy Framework) record is a list of services that are authorized to send mail on behalf of a specific domain. It is published in the DNS settings for the domain.
Before diving into the technicalities, let’s understand the basics. An SPF record is like a safelist for your emails, telling receiving mail servers that a particular server is allowed to send emails on behalf of your domain. This helps prevent cybercriminals from forging your email address and sending malicious emails.
Using this guide, add or update an SPF record for your domain to designate your integrated SMTP as a service authorized to send mail on your behalf.
Step 1: Identify Your Sender Domain(s)
Start by identifying the domain(s) you want to protect. Your domain is the part of your email address that comes after the ‘@’ symbol, such as yourcompany.com.
The person identified as the Webinar Host & Presenter is used as the sender for all notification emails for a particular event (the host is shown in the following image as “John Smith”).
To protect all the email domains you use for your webinars, look at the primary host information each time you create a new event. The email addresses associated with each host are the ones you must authenticate.
It is not necessary to authenticate the email domains for secondary presenters (ie, “Jane Doe” in the following image is a secondary presenter).
Example of the email sender settings in a webinar configuration
Remember: If you add different hosts with different email address domains to your webinars, SPF records must be added to the DNS settings for each one.
Step 2: Check for Existing SPF Records
In some cases, your domain may already have an SPF record in place. To check, you can use an online SPF record-checking tool or log in to your domain registrar account to review the DNS records that already exist. If you’re not sure how to understand the existing records, your domain provider’s support can help.
If there is no SPF record for your domain, you will need to create one. If there is already a record, you must edit the existing record instead. You can only have one SPF record per domain.
Step 3: Create Your SPF Record
If you don’t have an SPF record, it’s time to create one. The finished record will be added to your domain’s DNS (Domain Name System) settings. Contact your SMTP service to find out how to add their information to your SPF record. They may provide an IP address or a domain for you to include.
A basic SPF record looks like this:
v=spf1 include:samplesmtp.net ~all
Note: The domain “samplesmtp.net” is provided for demonstration only. Do not copy and paste that value into your own record.
Understanding the SPF Record
The syntax for an SPF record is made up of three parts:
A version reference.
A list of IP addresses and/or third-party includes authorized to deliver mail for the domain.
A final mechanism to define the strictness of the authentication match.
Example of an SPF record value with multiple authorized senders. The parts are shown here in different colors to show their different functions:
v=spf1ip4:1.2.3.4 include:samplesmtp.net~all
This record has a version value of “spf1,” and specifies two approved senders for the domain: one by IP address and one by server domain. It ends with a soft fail final mechanism, meaning that any email message where the delivery server does not match the authorized values will be marked as spam.
Step 4: Publish Your SPF Record
Once you’ve created your SPF record, you need to publish it by updating your DNS settings. To do this, log in to the account where you manage your domain and locate your DNS management panel.
Log into your DNS management console
Locate the domain you use to send email
Add a new TXT record to the domain and enter the SPF details:
Host: @
Value: Paste or type your SPF record in the Value or Content field. Get these details from your SMTP provider.
TTL: Default/Automatic
Save the record to publish it
Example of an SPF TXT record in GoDaddy domain management
Update an existing SPF Record
If you already have an SPF record for your sender domain, update the existing record instead of creating a new one. Having more than one SPF record will invalidate them all.
To add your SMTP service as an authorized sender to an existing record, simply add an include or IP address entry to the existing record. Contact your SMTP service to find out exactly what you need to add.
For example, if your current SPF record looks like this:
v=spf1 include:_spf.google.com ~all
This example allows mail sent via Google Workspace for your domain.
This example allows mail sent via both Google Workspace and a secondary provider (samplesmtp.net is an example only) for your domain.
Step 5: Test Your SPF Record
After publishing your SPF record, it’s a good idea to test it to ensure everything is working correctly. Online SPF record testing tools like Free SPF Record Checker can help you verify if your SPF record is correctly set up. (There are lots of options available! Find one or more than you like and test your record.)
Note that you might need to wait a little while before you can fully confirm that the record is set up correctly. The newly published SPF record may take up to 1 hour to propagate before appearing in the results of your checker tool.
WebinarJam Mail is the sending service for both WebinarJam and EverWebinar events. Follow this series for all webinar event types.
This article is part of a series dedicated to helping you set up DKIM, SPF, and DMARC records to authenticate the custom domain email addresses you use to send emails with WebinarJam Mail.
What is DKIM? DKIM (DomainKeys Identified Mail) is an email authentication method used to confirm that a message was sent by the domain attached as the sender. Think of it as a digital signature that cannot be forged. It is published in the DNS settings for the domain.
For your WebinarJam or EverWebinar events, you can use WebinarJam Mail as the default email gateway, integrate a third-party SMTP service, or use a combination of both. The location where you will start your domain authentication depends on which gateway(s) you use.
WebinarJam generates DKIM records for you, which you can then add to the DNS settings for your email domain. This creates the necessary connection that authorizes WebinarJam Mail to send emails from your domain.
Take Note
DKIM records are authentication keys used to prove that you own the domain you are using to send email.
When looking at your webinar configurations, look at the email address listed for the first presenter in your setup, the “Webinar Host & Presenter.” The host’s address is the sender domain that you need to authenticate.
If you change the host’s email address to one with a new domain or create new events in the future with different host addresses, you will need to complete the authentication process again to verify the new domain.
If your hosts’ emails are from more than one domain, each domain must be added to your WebinarJam account and authenticated separately.
WebinarJam Mail Authentication
Get DKIM records from your WebinarJam account to authenticate notifications and reminders sent with a custom sender domain.
Complete the DKIM configuration in two places:
In WebinarJam:
Click the Profile icon in the top right corner of your account.
Select Integrations, then DKIM.
Enter your email sender domain in the DKIM field, formatted as yourdomain.com. Do not include “www” or any other characters.
Click Add DKIM record. The next screen includes configuration instructions and the auto-generated DKIM records for your account.
Log in to your domain registrar account to add and publish the CNAME records before closing the DKIM details screen.
In your domain registrar account:
Go to the DNS Settings or DNS Management area.
Locate the domain(s) you use to send email.
Add a new CNAME record to the domain.
Paste the “Host” and “Points to” values from the first record provided in WebinarJam into the corresponding fields for the new CNAME record.
Repeat to create three total CNAME records with the details from your WebinarJam account.
NOTE: Some domain providers will allow you to paste the complete Host value provided by WebinarJam (ie, sk48601.yourdomain.com), and some will add the domain portion of the value for you. If the domain portion is added for you, you will only add the prefix portion of the auto-generated Host value in the field (ie, sk48601, as shown in the GoDaddy example image above). If you are not sure which method your domain provider requires, please contact their support for help.
Save your DNS changes.
Go back to WebinarJam and click the confirmation checkbox at the bottom of the DKIM details window before clicking Finish.
Pro Tips
The interface and terminology for DNS settings will vary depending on what service you use to manage your domain.
When browsing your domain registrar’s knowledge base, search for help with adding domain records in the CNAME format.
Allow up to 48 hours for the DKIM record to be verified. While this is in process, the domain entry will display a yellow “Pending validation” status.
The displayed status will change based on whether the domain is validated:
Connected: The domain has been validated and DKIM records are successfully detected.
Error: The domain could not be validated. Check the error message for help.
Integrated SMTP Authentication
Third-party SMTP providers can be used to deliver notifications for your webinars instead of or in addition to WebinarJam Mail.
If you are exclusively using an integrated SMTP, no DKIM configuration is needed in WebinarJam.
Go to the help resources for your integrated SMTP to learn how to authenticate your sender domain for their service. The links below are provided for your convenience. For assistance with any of these processes, please contact the provider directly.
WebinarJam Mail is the sending service for both WebinarJam and EverWebinar events. Follow this series for all webinar event types.
Authenticating an email sender domain means creating and publishing three types of DNS records: DKIM, SPF, and DMARC. This article series will teach you the basics of each record type and how to implement them. All three record types must be published for each domain you use to send email messages.
Email sender authentication protocols help prove the legitimacy of your email messages and increase the odds that your message will land in a recipient’s inbox.
Adding sender authentication to WebinarJam and EverWebinar ensures that the emails containing event notifications and reminders (confirming sign-up, providing access links, and sending replays) reach your registrants. This is important for maximizing attendance rates at your events, making authentication highly recommended to ensure registrants receive these notifications.
To authenticate an email sender domain for WebinarJam Mail, follow this checklist to add your email domains to your WebinarJam account and update your Domain Name System (DNS) records.
Important: If you use an integrated CRM to send notifications and reminders for your webinars, contact the CRM service to find out how to authenticate your domains for their platform.
Sender Authentication Checklist
1. Add a custom domain email to your webinar configuration
A custom domain email address adds legitimacy to your business communications and can improve your deliverability. Contact your domain provider to create an email address and then add it to the host details for your webinar at the first configuration step.
The custom sender domains entered for the primary host presenter in WebinarJam or EverWebinar are the ones you will authenticate through the rest of this list.
3. Add the auto-generated DKIM records to your business domain DNS
Copy the DKIM records generated by your WebinarJam account and add them to your custom email DNS settings to complete the authentication loop between WebinarJam and your domain.
4. Add or update an SPF record to your business domain DNS (integrated SMTP users only)
Update the SPF record for your domain to designate WebinarJam as a service authorized to send mail on your behalf.
Important: If you use the default WebinarJam Mail service, the SPF reference is automatically provided as part of the DKIM records you set up in the previous step. Skip this step unless you use an integrated SMTP to send webinar notifications.
Use the tools provided in each resource linked in this article to test and check each piece of the authentication puzzle. There are lots of free and paid resources available online that can help you create, check, and monitor the authentication protocols for your email domains.
Important
Email sender authentication must be performed for each domain you use to send your emails (the email address listed for each primary presenter in a webinar). If you use new email address domains for webinar hosts in the future, this checklist must be completed again to authenticate the new domain(s).
Testing a live WebinarJam event involves checking the registration process, the live room features, and your audio and video connections.
Two types of testing are recommended: a soft test and a cloned live test.
Run A Test
The Run a test tool lets you perform a soft test of your webinar configuration to make sure the setup is complete and presenters can access and understand the broadcast room.
Run a test launches a low-performance test of the webinar broadcast room and features. This method is intended to help you get familiar with how to enter the room and use the controls inside. Because it is only a test environment, WebinarJam does not allocate full database resources to run it. This mode should never be used to host a live audience, as it will result in poor streaming quality for attendees and will not provide you with analytics or engagement data.
In Webinars, click Run a test
Use the attendee or presenter links to launch the live room
Presenters will be prompted to check their audio and video settings
In the live room, check all settings you intend to use:
Browse the live room to see all the menu options and settings available.
Note: The test attendee and presenter links reset each time Run a test is launched. If you close the room and start a new test, distribute the new access links to any other users participating in the test. Links from a previous test will no longer function.
No data is saved from a test webinar. Complete a cloned test to test the chat history, poll results, attendee analytics, or replay playback.
If the soft test was successful and any necessary changes for the webinar configuration are complete, move on to a cloned test to check the full webinar experience.
Clone the Webinar
Cloning the webinar lets you run a live test of the exact event you intend to run for a live audience, with adjustments for the immediate access needed for your test.
In Webinars, Clone your event
Go to the clone and click Your Links to get presenter or attendee links for the live test
Test Registration and Emails
Check the registration page, confirmation page, survey (if configured), and notification emails.
Use the attendee registration link for your event to go to the registration page
Find the registration link in Your Links > Attendees
Review the format and messaging on the page
Register for the event using a valid email address
You will be automatically redirected to the confirmation page
Review the format and messaging on the page
If a survey is configured, open it and submit a test
Check your email to see the pre-webinar confirmation email with your unique webinar access link
Test as Presenter
Log in to the webinar room and test the video playback, messaging, configured injections, and any other controls.
Use your unique presenter link to launch the live room and complete the audio and video check
In the room, click Go Live to start the broadcast
Test all settings and controls in the room (refer to the Run a test checklist for tips)
Recommended: Interact with another person in the room as an attendee to test chat and Q&A interactions
Deploy each configured injection for attendee interaction (polls, offers, etc.)
Test the panic button
If you are using the Control Panel as a moderator, use the unique moderator link to access the Control Panel during the live test.
Test as Attendee
Log in to the webinar room and test chat, broadcast playback, and injection engagement as an attendee. If you do not have another person to collaborate on the test, you can be both the presenter and attendee yourself.
Enter the room as an attendee from a completely separate browser or private window to make sure each role has a unique access session.
When the webinar is scheduled to begin, use the access link in the confirmation email to go to the countdown page
Enter the room and click to start watching the broadcast
Enter messages in the chat to test the live chat and Q&A
Interact with all injections to see them from an attendee perspective
If an offer is configured, test the complete purchase process.
Test Replay
If a replay is enabled for the webinar, test the post-webinar follow-up email and the direct access link to the replay room.
Check your email for the post-webinar email containing a link to the replay (if enabled)
Enter messages in the chat to test the question box (if enabled)
Testing Tips
Every function of your webinar should be tested before you launch it to your prospects. This article covers many scenarios, but it is recommended that you create your own custom testing checklist to ensure that every aspect of the setup works exactly as designed.
For example:
If you have Zapier automation configured for your webinar, test every trigger event for your Zaps.
If you are using a custom SMTP or autoresponder and automation rules, test all related scenarios to ensure your automation rules fire correctly and email notifications contain the correct information.
If you are using one-click registration, test the sign-up flow by registering through an email sent from your auto-responder.
If a product offer is configured to appear in the webinar, test the purchase flow and successful sales goal tracking
Check the event analytics after your test to see how your activity as an attendee was recorded
The ultimate goal of testing is to make sure that everyone engaging with your content has an excellent experience. Put on your customer glasses and take a close look at every detail!
Presenters in the WebinarJam live room can appear on camera, use a virtual whiteboard, and share their local computer screen with the room.
Screenshare Best Practices
Before running a live webinar, test the screen share tool to make sure you are familiar with the settings and your device has the necessary permissions enabled.
Grant device or browser permissions to allow screen share. The exact steps will vary depending on your device and operating system.
For most devices, launch the WebinarJam live room and click the screenshare icon to check your permissions.
Follow any prompts that appear from your browser or device to enable sharing.
Click the screenshare icon at the top of your presenter video feed in the live room to start sharing.
Select a single window for sharing. Do not share the entire screen.
Keep the shared window maximized. Minimizing the window will hide the content from the room.
If your browser or operating system has been updated since your last webinar, check permissions again before running a new live webinar.
As a matter of best practice, always include a screenshare test when testing a new webinar.
Broadcasting from a mobile device
The screenshare and whiteboard tools are not available in the live room for presenters logged in on a mobile device. For the best experience using WebinarJam, a desktop or laptop computer is recommended for all presenters.
Check Your Plan: The panic button is available in WebinarJam Professional and Enterprise.
The panic button is a feature of the WebinarJam Live Room. It is an emergency switch that lets you manually reboot your webinar room without losing any logged-in users or ending the live broadcast.
Only the room owner and administrators have access to use the panic button. The button is located in the top left corner of the webinar room.
When to Reboot
If the webinar room is frozen and unresponsive or you lose your connection, use the panic button to move the active webinar session into a new live room.
All active users are transferred, including presenters, moderators, and attendees
The active broadcast is transferred and will continue to stream in the new room without requiring a restart
Live injections (polls, offers) that were pre-configured in the webinar wizard will be available in the new room
Content specific to the original session will not appear in the new room, including:
Existing attendee chat messages
Special chat messages, such as sticky posts or announcements
Injections (polls, offers, etc.) that were configured inside the live room
Changes to the agenda
Important: Although some content cannot be regenerated to display in the new live room, no data is lost during a panic transfer. The analytics and replay for the event will show all data from before and after the panic button is used.
Attendee Experience
If the webinar room is rebooted, presenters and attendees will see a series of status screens while the new room is being prepared.
When the new room has been generated and the broadcast is restored, all participants in the webinar will see the video stream continue with no further interruption.
Attendees on some devices or browsers may need to press the play button on the video screen to start playback again.
Live chat will be functional, but no messages added in the previous room will be displayed.
Live injections that were deployed and active in the previous room will have to be redeployed.
Check Your Plan: The Control Panel is available in EverWebinar and with WebinarJamEnterprise plans.
WebinarJam Control Panel
The Control Panel is the center of operations for your moderators in a live event. The dashboard contains all the information and controls available in the live room but in a format designed for easier viewing and management.
Chat Control
The first of the three panels shows the live chat feed. From the first tab (Chat) you can chat with attendees, and edit/delete their messages if needed. The second tab (Q&A only) shows only the messages marked as questions. A response there will be marked as an Answer.
Click the three dots next to a message to see a user’s name, email, and management options:
Edit their comment
Reply to them in private
Invite them to join the live room as a presenter
Broadcast their comment to everyone
Mark the comment as a Question
Delete their comment
Mute user (click again to unmute)
Eject user from room (ban)
Mute vs Eject
Ejecting a user from the room immediately removes them and blocks them from entering again from the same browser session. If the user comes back through a different device or browser, eject them again or Mute them to prevent them from adding messages to the chat.
Muting a user prevents any messages they enter in the chat from appearing to the rest of the attendees in the room. The muted user can continue to send messages and will not see any indication that they have been muted, but the messages will not be displayed in the room.
Live Injections
The next panel contains live injections like polls, offers, videos, files, and slides. Preconfigured live injections can be deployed or used here, or new ones can be created during the live webinar.
Attendee Control
The final panel shows current attendees. The tabs on top filter the lists into all Attendees, only those who purchased, and only those requesting to speak live as a presenter.
At the bottom of the panel, you can redirect all attendees to a URL of your choice and resend email notifications to registrants.
Room Statistics
The top bar in white (shown below) displays, from left to right:
The current number of attendees
How long the webinar has been live
How many attendees have been in the room for each 5 minutes (shown as a graph)
The current attendees compared to the peak number of attendees
The number of sales made
The total revenue earned
Event Status and Settings
In the upper right of the Control Panel are two icons. One shows if you are on or off the air (live streaming or not), while the other is for additional settings. Clicking that icon, you can:
Restrict chat messages to public, private, or both
Display or hide the number of attendees
Allow or block attendees from requesting to speak live
Change the design of the live room
Add New Presenter
Presenters in the room are shown at the top of the screen as avatar images. Click the + icon to add a new presenter with their name and email. An email invite is sent to the new presenter with a unique access link to join the live room.
EverWebinar Control Panel
Because automated events are fully pre-configured, chat is the only moderation tool in the EverWebinar control panel.
Attendee chat messages appear only to themselves and webinar moderators (in the attendee’s unique access session)
Moderator chat messages appear to any attendee currently watching the webinar (in any session)
Since each attendee is in their own room (separate from anyone else watching), they will not see the chat from other attendees. However, if a moderator chats in the lower field, that message will appear to anyone watching.
To prevent confusion, it is best to reply privately to any chat message as an EverWebinar moderator.
Use your unique presenter link to access the live room.
Important: You can launch the live room early to make sure everything is prepared. The live broadcast will not begin until the host clicks the “Go Live” button inside the room. The room will stay off air for up to 60 minutes.
Last-minute Checklist
Follow the last-minute checklist to make sure you are ready for a successful webinar:
Free up resources: Close all computer functions with a high resource load, such as applications and browser tabs.
Wear headphones: Minimize audio feedback between your speakers and your microphone to make sure your attendees can hear you.
Dedicate your internet connection: Make sure your internet connection is committed to your webinar. Another person streaming media or video games on the same connection can reduce the quality of your broadcast.
Avoid distractions: Mute your phone, turn off notifications on your computer, and close your door!
Test Your Video and Audio
You will be prompted to start an audio and video test to check your settings. You can turn your camera and microphone ON or OFF at any time in the webinar room.
Click Start The Test to begin.
Important: Your browser may ask you to authorize your camera and microphone. Allow access to continue. (Required)
WebinarJam will auto-detect your camera and microphone. Use the drop-down menus to change the device selection if needed.
If the video feed shows your webcam and you can hear sound, click yes to confirm that everything is working.
If you do not see or hear yourself, click no and the system will attempt the test again again.
If the test is not working, click the camera icon in your browser’s address bar. The drop-down menu will show you whether the camera and microphone are blocked in your browser, or if the wrong camera or microphone is being used.
If you do not hear any sound, check the volume control on your computer and headset.
Reload the page if you change any of these settings.
In the Live Room
Presenter view of the WebinarJam live room
When you enter the room, your camera and microphone are ON by default. The options to turn these OFF are at the top of the page next to the screensharing feature, and whiteboard tool.
The live room is offline when launched. This lets you test and set up the room before going live.
The “Off Air” indicator at the bottom of the live room shows that the broadcast has not started. The light turns green when the live broadcast begins.
Note: The room shows a 60-minute timer before you go live. This is to give you time to prepare for the broadcast and does not count toward the live session duration. When you go live, the timer at the bottom of the screen updates to show the maximum webinar duration included with your WebinarJam subscription tier.
Presenter Video Feed
The live room generates a unique panel for each presenter that shows their video feed or profile image, their name, and individual audio and video controls (lower left corner of the panel).
In the upper left of the presenter feed is a star icon indicating the presenter’s permissions. Hover over each presenter’s feed to see it.
Dark blue star: Webinar host (all access admin)
Light blue star: Co-presenters (access to speak, chat, and use live injections)
If you are an administrator, click the light blue star to promote a co-presenter to an administrator.
In the bottom left of the presenter feed are video, audio, and screen share buttons for each presenter.
Go Live and Panic Button
Click the Go Live button in the top left corner to start the webinar broadcast.
If the live broadcast stops working, click the lightning bolt icon (Panic Button) to reboot the room in an emergency.
Additional Presenters
At the top of the window, invite additional presenters by clicking the plus icon and entering their name and email. The presenter will be emailed a unique link to enter the webinar (your link will not work for them).
Minimize Sidebar
Minimize the sidebar by clicking the three dots tab on the side of the panel.
Room Expiration
A 60-minute timer appears in the lower portion of the frame showing how long the room will stay active while you are Off Air. If you do not go live in one hour, the room will expire. Click the button on the expiration screen to immediately reload the room or visit the live room link again.
Customize the Live Room
Virtual Background & Blur
Change the background effect or image by clicking the center button in the menu at the top of the room.
Select a preset or click My uploads to add a custom background. Background effects and images appear “behind” the presenter with a green screen effect.
Supported files: JPG, PNG, up to 4MB.
Live Room Settings
In the sidebar, configure the live room Settings.
Disable or enable chat
Allow public or private chat messaging or both
Show or hide the number of attendees in the room (this appears for everyone, presenters AND attendees)
Disable or enable the attendee Request to Speak feature
Change the design of the live room
Manage the Room: Attendees & Chat
Attendee Redirect
The Attendees tab in the sidebar displays a list of all attendees in the live room.
Redirect attendees to a URL of your choice by entering a web address in the URL field and clicking the arrow icon.
Attendees Speak
If you enable attendees’ ability to speak, you will find their requests in the bottom tab (shown below, labeled “Speak”) where you can accept or deny the request. If you accept, they will be brought in as presenters with video!
Chat
The chat tab contains the message feed from the webinar.
In the chat:
Send messages to the public room and join the conversation
Send highlighted messages (red in-line callout)
Send tip messages (yellow in-line callout)
Post sticky messages that remain on the screen
Chat privately with administrators
Chat privately with individual attendees
Presenters are identified in the chat by a star next to their name
Change the chat mode into Q&A mode and attendee messages will be marked as questions while your messages will be Answers. You can change any message by clicking the bubble next to a message.
Manage the Room: Injections
Deploy and use the injections configured at the Live step of the webinar configuration wizard.
All presenters can access and use the live injections. Deploy pre-configured content to the live room or create new injections as needed during the live webinar.
Important: Live content created inside the webinar room is not saved for future sessions if the webinar has a multi-event schedule. Injections created during the broadcast are unique to that session. Pre-configuring live content is recommended.
Click the tabs in the sidebar to access each type:
Polls
Offers
Video
Slide Presentations
Agenda and notes
Click Preview to save a new injection. Click Publish to deploy it to the webinar room.
EverWebinar automates your events, so you can serve your message to anyone, anywhere, at any time.
Use EverWebinar when: You have content you want to share or monetize without hosting a new event many times over. Automated webinars are ideal for content that has longevity and will be relevant for a wide variety of viewers for a significant amount of time.
Pro tip: Use EverWebinar automated events to reach international audiences in time zones where you would have trouble connecting live.
Take Note
You will need a prerecorded video for the main content of the webinar. This could be a replay from an earlier event or recording produced and edited in a studio. To be used as the source for an EverWebinar event, the video must be hosted on WebinarJam, YouTube, Vimeo or a cloud-based host that offers MP4 direct link access.
Content Pre-check
Prepare your content before starting the webinar setup to streamline the process! You can also add these details later.
✓ Video source for the main webinar (link to a previous WebinarJam session or direct URL to a cloud-hosted video)
✓ Names and email addresses for all presenters (Required)
✓ Headshots or other profile images for presenters (Optional)
✓ Schedule for viewing access (including any blackout dates) (Required)
✓ Details of any product offer (Optional)
✓ Elements of a poll or quiz to display (Optional)
✓ Optimized handouts to share (Optional)
✓ Timestamp for each injection in the webinar (when offers, polls, videos, etc. will display)
1. Create a Webinar
EverWebinar events use a pre-recorded source video and timed injection events to give attendees the experience of attending a live event. In the schedule configuration, allow immediate access to the automated webinar or limit registrants to pre-set days and times when the event will play.
Launch the EverWebinar app in your account:
Go to Webinars and click + Add webinar
Set the source video for the event and complete each step of the configuration wizard
The webinar source video is the primary broadcast content of the webinar. It is the presentation your registrants will see when they enter the webinar room. The source can be a previous WebinarJam live session or an external video file hosted on a third-party platform.
In your Webinars dashboard, click + Add webinar to create a new configuration. Choose a configuration and event type to launch the setup wizard.
Express or Full Configuration
Express configuration
Smart defaults preconfigure many details of your webinar for you. Complete basic information and selections for the event:
Webinar name (private name)
Webinar title (public name)
Webinar description
Webinar language
Add or edit host and presenters
Webinar schedule
Select and customize registration page
Customize email notifications and reminders
Important: Access all settings after the express configuration by editing the finished webinar and selecting “full configuration.” Webinar replay is disabled by default in an express configuration.
Full configuration
Fine-tune every setting in your webinar with a multi-step configuration wizard.
Basic configuration, presenters, and streaming service
Schedules and recurring event series
Registration, auto-subscription, pay to register, and password protection
Notifications and your email gateway
Integrations and third-party tracking
Thank You page customization or custom confirmation page
Live broadcast room features, polls, product offers, slides, and more.
Replay enable/disable, controls, expiration, etc.
See related user documentation for more information about individual features and controls.
Event Type
Right Now
Use Right Now to configure and launch a one-time webinar quickly. There are no notifcations or schedule, and you will send attendees the link to access the room.
Right Now webinars are meant to be used one time for unexpected calls.
Right Now webinars are accessible 24/7 eliminating the need to set up a schedule.
Right Now webinars allow only free registration with an opt-in form.
There are no automatic notifications in Right Now webinars. You will need to send your attendees the registration page link displayed in the final step of webinar setup.
Schedule for Later
Use Schedule for Later to plan events and series of events for a later date.
The Scheduled webinar will take place sometime in the future. You can choose to set up your webinar in three ways:
Single session – Customer chooses one date/time,
Multiple sessions – Customer registers for all webinars
Recurring series of sessions – Customer registers to a series of daily or weekly sessions. These can be a predetermined number of sessions or recurring until they cancel the webinar subscription.
Scheduled webinars allow both free and paid registration with an opt-in form.
Your customers will fill out a registration form and receive a webinar link via email.
Always On
Use Always On to create a webinar room that can be used repeatedly, such as for meeting rooms or on-the-spot training. Like Right Now, this has no notification emails or schedule.
Always On webinars are meant to be reused.
Download the replay and the chat log after each event if you want to save them. Every new event hosted in the live room generates a new replay recording and a new chat log overwriting the old records.
Always On webinars are accessible 24/7 eliminating the need to set up a schedule.
Always On webinars allow only free registration with an opt-in form.
There are no automatic notifications in Always On webinars. You will need to send your attendees the registration page link displayed in the final step of webinar setup.
Live injections for EverWebinar are scheduled in the webinar setup to automatically launch at a specific time during the event. At the Live step of the configuration wizard, open the Live content module to add scheduled injections.
Scheduled injections are configured to appear and disappear at specific times during the event.
Example of the scheduling options for an EverWebinar live injection
Add video injections into a webinar to cut seamlessly from the presenters speaking to pre-recorded video playback. This is useful for inserting short video clips or to create a “hybrid” webinar experience.
Hybrid webinars combine a pre-recorded presentation with a live segment such as a custom introduction or a Q&A session at the end.
Go to the Live step of the webinar configuration:
Open Video injections and click Add new video
Add a name for your reference (you will see this in the live room)
Add the video source URL
Save the video injection window and click Confirm to continue the webinar setup
Saved video injections are available to deploy inside the live webinar room.
Note: Compatible video sources are hosted MP4 files, YouTube, or Vimeo. Hosts like Wistia or Dropbox that do not provide an MP4 file link will not work for this function.
Keep your presentation organized and delivered on time with an agenda. Add a pre-written outline to the agenda module or use the AI Agenda Planner to generated one with AI. The agenda is visible to view and edit during the live event.
In the webinar configuration wizard, go to Live > Agenda
To create an AI-generated agenda:
Click AI Agenda Planner to launch the AI creation tool
Add details about your webinar to the planner, defining the duration, topic, audience, and goal. Be specific! The AI uses the content in these fields as prompts to create your agenda, so add as much detail as you can.
Click Generate agenda
Wait for the AI to process your agenda and then it’s ready to review and edit! You will receive an outline broken down into sections that include an introduction, main points, a Q&A, and a conclusion, each with a suggested duration to fill the total time of your event.
Click Replace full agenda to save the content and close the AI Agenda Planner
Note: This will overwrite any content already saved in the Agenda module of the setup wizard
To start over with new prompts, click generate a new agenda in the tooltip instead
Save the Agenda module and complete the webinar setup wizard
Pro Tips
AI Agenda Planner will generate an agenda in the language selected under Configuration > Basic settings in the setup wizard.
Check the time estimates in the agenda and adjust them as needed to make sure they match the amount of time you want to spend on each section and overall.
Your agenda will appear in the Live Room and inthe Control Panel of your webinar and is visible to all presenters and moderators.
Add notes or edit the agenda during the event to adjust your plan.
If you don’t want to use the AI Agenda Planner, you can manually add an agenda or outline instead. Copy and paste the contents of your agenda into the text field in the Agenda module and save to add it to your webinar resources.
AI Best Practices
To get the best results out of any AI tool, keep a few things in mind:
Be specific about the topic you want the AI to address. This keeps the topic focused and helps prevent vague results. Instead of a generic prompt like, “Talk about personal coaching,” be specific. For example, “Explain three ways that personal coaching benefits small business owners” or “Provide tips for optimizing paid ad campaigns.”
Avoid entering private or personal details into an AI tool that you wouldn’t post publicly online. All AI engines “learn” from the queries they receive, which means that your entries may be stored by the tool.
AI content can be wrong. Always review and fact-check the content generated by an AI tool, especially when the facts are critical to your presentation or field of knowledge.
Webinar notification emails are sent automatically to the people who register for your events. Add up to 10 notifications before and 10 notifications after the webinar.
Pre-webinar notifications:
Signup Confirmation Message: Sent when a person registers. ON by default.
Pre-webinar reminders: Sent before the webinar (configure timing in the settings).
Last-minute reminder: Sent 15 minutes before the webinar. ON by default.
Post-webinar notifications:
Post-webinar follow-ups: Turn on to automatically send a replay to all registrants after the event. Configure recipient conditions and timing in the settings.
Add or Edit Notifications
Open a webinar and go to Notifications>Reminder notifications
To edit an existing email: Click the pencil icon on any email module to edit it
Click the envelope icon to send yourself a test copy of the email
Click the X to delete the email (Warning: This cannot be reversed)
To add a new email: Click Add email to add a pre-webinar reminder or post-webinar follow-up email
Use the post-reminder follow-up to automatically send registrants a replay of the webinar
Customize the email in the pop-up editor window
Save the email editor and complete the Notification step of the wizard
Customize Notifications
Pre-webinar notifications are sent to ALL registrants.
Post-webinar notifications can be segmented to send to all or some registrants based on behavior conditions.
Shortcodes
Add unique information about your webinar to the email using shortcodes. These dynamic content codes are contained in {curly_brackets}.
Shortcodes are automatically replaced with the code’s corresponding value when the email is sent. For example, {first_name} might become John in the recipient’s inbox.
Notification shortcodes:
{TITLE} – Title of your webinar
{DESCRIPTION} – Description of your webinar
{PRESENTER} – List of the host and presenters for the webinar
{LIVE_LINK} – Unique live room URL for the registrant to attend the webinar
{PASSWORD} – Password to enter the room (if password protection is enabled in the webinar settings)
Important: Shortcodes are a type of web code. They must be used exactly as provided in the interface, or the system cannot read them and display the correct information.
Adding a Link
To create a link with the {LIVE_LINK} shortcode:
Highlight the text you want to turn into a link
Click the hyperlink icon in the editor menu
In the window that pops up, you will find the text you highlighted
Choose the protocol <other>
Enter the shortcode {LIVE_LINK} in the URL field
Click OK to save the link
Pre-webinar reminder timing
Define the timing for a pre-webinar reminder in the email editor. The send time is relative to the scheduled start time of the webinar (set in the Schedules step of the webinar wizard).
NOTE: If someone registers for your webinar after a notification is scheduled to be sent, the new registrant will not receive that email. For example, if an email is configured to be sent 24 hours before the webinar and someone registers 3 hours before, they will not receive that email.
Post-webinar follow-ups
Important:
Always add at least one post-webinar follow-up for each webinar if you want to automatically send a replay after the event.
Post-webinar follow-up send time is relative to the scheduled start time of the webinar, NOT the time the webinar ends.
Use a recipient filter in post-webinar follow-ups to send messages at a particular time based on each attendee’s behavior.
Send to:
All registrants
Those who did or did not attend
Those who attended and did or did not order your product
Those who attended but left before a particular time
Those who attended, stayed to a particular time, and did not purchase
Important: If you choose to send only to those who did or did not purchase your product, the sales goal tracking code must be embedded in the sales funnel. Without the tracking code, WebinarJam cannot determine who purchased a product.
Test Email
At the bottom of the email editor window, send yourself a test email to ensure the formatting and message look good in your email inbox. Test emails can only be sent to the account email address.
Note: Shortcodes do not work in test emails because there needs to be registrant data for a given shortcode to use, and a test only collects the email address. If you send yourself a test email, the shortcodes will not be replaced.
To test the shortcodes, register for your webinar as an attendee to view live versions of the email notifications. Register through the “Run a test” registration page link to keep your live event analytics clean.
Choose YouTube Live as the streaming service for a live webinar to broadcast directly to a YouTube channel.
Important Notes:
You must apply for live streaming in YouTube and wait 24 hours for the application to be approved before you can connect YouTube as an integrated streaming service in your webinar settings. If you are not approved for live streaming, the connection in WebinarJam will fail.
Webinars set to stream through YouTube Live are automatically posted in the connected YouTube channel. To restrict viewing permissions to only subscribers and those with a direct link, follow the instructions in this article to post live uploads as “Unlisted.”
Elements configured at the Live step of the webinar wizard are exclusive to the WebinarJam live room. Attendees who watch the webinar from your YouTube channel will not see any deployed polls, offers, etc.
Configure YouTube Settings
Login to the YouTube account where you want to run your live stream. Double-check to make sure you are not logged into any other Google services that could confuse the setup.
Enable Standard features and Intermediate features
Set upload defaults
Live webinars broadcasted using YouTube Live are automatically published to your YouTube channel. As soon as the event begins, it is listed in your YouTube channel and can be watched live. When it ends, the video is saved as recorded content in the channel.
Change the default upload visibility to restrict the availability of live streams:
In Settings, go to Upload defaults
Select Unlisted in the Visibility drop-down to prevent all video uploads (recorded and live) from being listed in YouTube search or suggested content.
This setting impacts the default only. Visibility can be customized for each individual upload as well, letting you post public and restricted content.
Request live streaming access
Go to YouTube
From the top right, click Create and then Go live
If you haven’t already, follow the steps to verify your channel
Starting your first live stream may take up to 24 hours
Important: Your YouTube channel must be approved for live streaming before continuing.
In your WebinarJam account, open a webinar for editing:
In the Configuration step of a webinar setup, open the Streaming service module
Choose YouTube Live and click Connect YouTube
Login to Google from the pop-up window
If your browser is already logged in to an account, you will immediately see an access authorization from WebinarJam Live.
When authorization is complete, a YouTube connected message appears with the connected account address below
Click Reset to remove the connection if needed.
Test the Webinar
Clone the webinar to test the YouTube Live streaming service
Launch the WebinarJam live room as the webinar host presenter
Go Live to start the broadcast
In another browser, enter the room as an attendee
If you see the broadcast video from both user views, the configuration is correct
Note: The YouTube logo will display in the lower right corner of the webinar broadcast video. This cannot be removed.
Troubleshooting
Playback on other websites has been disabled by the video owner
If the live room shows the error, “Watch this video on YouTube. Playback on other websites has been disabled by the video owner,” your YouTube account is not properly configured.
Change channels
Confirm that you are using the same channel as you have your webinar content on. You may need to associate this channel with your main Google account.
Contact YouTube Support
If you perform all of the above steps and are still getting the video embed error, please contact the YouTube support team for more help.
YouTube misconfiguration
If you see the error, “YouTube misconfiguration” while accessing your WebinarJam live room, something in the YouTube connection is not correct.
Check your connection
Open the webinar wizard and go to the Streaming service setting. Make sure you are logged into the same YouTube account that is displayed on the Connect YouTube screen. Your account email will appear in small writing below the YouTube icon.
Check your settings
Review this article to ensure that the YouTube account settings are correct. After making any necessary updates, go back to your webinar presenter’s link and try to launch the live room again.
Upload and download speeds should be at least 5mbps, but higher is better.
Bufferbloat (latency) should be at least “B” or higher (less than 100 milliseconds).
Keep your internet connection clear of any other activity during the live broadcast.
Example: Family members watching streaming media or playing video games on the same connection may negatively impact your broadcast quality.
Close all applications, windows, tabs, music, and anything not necessary for the webinar to improve resource allocation for the broadcast.
Avoid hosting a webinar (uploading the stream) and watching as an attendee (downloading the stream) on the same internet connection. WebinarJam will prioritize the upload stream, which may negatively impact the quality of the attendee stream.
Browser Best Practices
Google Chrome is the recommended browser to run and attend a live WebinarJam event.
Firefox is a good secondary option. For iOS devices use Safari.
WebinarJam gives you the power of full-featured live events to nurture your audience, sell products and services, and grow your brand.
Get started fast with express or full configuration options and three unique broadcast options:
Right Now to set up and immediately launch a one-time live broadcast
Schedule for Later to plan a future event and registration funnel
Always On to create a room that is live and ready for multiple uses whenever you need it
Use WebinarJam when: You want a live, interactive connection with the audience. Live events are best for webinars where you anticipate high audience participation, those that end with a live Q&A, or if you want to promote audience members to join you as on-camera presenters.
Content Pre-check
Prepare your content before starting the webinar setup to streamline the process! You can also add these details later.
✓ Names and email addresses for all presenters (Required) ✓ Headshots or other profile images for presenters (Optional) ✓ Webinar topic and target audience for your agenda (Optional) ✓ Details of any product offer (Optional) ✓ Elements of a poll or quiz to display (Optional) ✓ Optimized slide deck to present (Optional) ✓ Optimized handouts to share (Optional) ✓ Optimized video clips (Optional)
1. Create a Webinar
Launch the WebinarJam app in your account:
Go to Webinars and click + Add webinar
Choose the preferred schedule and complete each step of the configuration wizard
Pro tip: To automatically send a replay to all registrants after the webinar, configure a Post webinar notification at the Notifications step of the wizard.
Test your event to ensure every element is in place, the host is familiar with the live room interface, and there are no unwanted surprises when it’s time to go live with a room full of attendees.
Recommended testing
Soft test:
Click Run a test for any configured event to test audio and video settings and get familiar with the WebinarJam live room.
Test audio and video
Test live room functions and the live elements added in the configuration
Tests do not capture analytics, chat history, or replay recordings
Important: “Run a test” should not be used to host a live event.
Clone test:
Clone the configured event, bring in some attendees and/or another presenter to help you test, and run the event live. Click Your links to copy links to the live room.
Test audio and video
Test live room functions and the live elements added in the configuration
Test broadcast streaming with standard server resource allocation
Test email notifications and reminders
Capture analytics, chat history, and a replay recording
Your event is configured, your presenters are ready, and you have a full list of excited registrants–it’s time to go live!
Pre-launch Checklist
✓ The webinar is fully configured with all live elements loaded ✓ Testing is complete ✓ All presenters have their own unique link to access the webinar room ✓ All moderators have their own unique link to access the Control Panel ✓ The webinar host has a hardwired internet connection (Recommended)
Start the Webinar
Log in to the live room using your Presenter access link
Complete the audio and video test (approximately 5 minutes)
When you are ready, click the phone icon in the top left corner of the live room to start the broadcast
Important: Allow the duration of the webinar for replay processing. For example, the replay for a two-hour webinar will be available approximately two hours after the host ends the broadcast.
Chat download, poll results, survey results, and pending questions in the replay room
The request must include all of the required fields, based on the table below:
Name
Value
api_key*
string(64)
webinar_id*
integer
timezone **
GMT-5 or GMT+2 or GMT+4:30
* Required fields ** Required if your webinar timezone is set to “Auto-detect the user’s time zone”. ** For webinars configured to automatically display the schedule in the attendee’s own time zone, the API will automatically convert the time zone to EST if the time zone is not passed to the API call.
The response body will be a JSON object containing a webinar object with the following:
Name
Value
Parent
Description
webinar_id
integer
Webinar ID
name
string
Webinar Name (Private)
title
string
Webinar Title (Public)
webinar_hash ****
string
Webinar Hash
description
string
Webinar Descirption
schedules
array
date
string
schedules
Date and time of webinar
schedule
int
schedules
Schedule ID
comment
string
schedules
Schedule description
timezone
string
Webinar timezone
presenters
array
Presenters
name
string
presenters
Presenter Name
email
string
presenters
Presenter Email
picture
string
presenters
Presenter Image URL
registration_url
string
Registration URL
registration_type
string
paid / free
registration_fee
int
Registration Fee
registration_currency**
string
Registration Currency
registration_checkout_url**
string
Registration Checkout URL
registration_post_payment_url**
string
Registration Post Payment URL
direct_live_room_url***
string
Direct URL to the Live room
direct_replay_room_url***
string
Direct URL to the Replay room
** This field will be returned only if they are enabled within that particular webinar configuration settings *** These are generic links to the Live and Replay room, in case you want to send a user directly to those rooms without going through the Registration page Note: The number of returned schedules will match “Displayed schedules” setting from the EverWebinar schedules configuration for each webinar **** webinar_hash: this parameter is used in case you want your API to be able to generate the webinar’s one-click registration link.
The request must include all of the required fields, based on the table below:
Name
Value
api_key*
string(64)
webinar_id*
integer
* Required fields
The response body will be a JSON object containing a webinar object with the following:
Name
Value
Parent
Description
webinar_id
integer
Webinar ID
webinar_hash ****
string
Webinar Hash
name
string
Webinar Name (Private)
title
string
Webinar Title (Public)
description
string
Webinar Descirption
type
string
Series of presentations, Single presentation, Always on, Right now
schedules
array
date
string
schedules
Date and time of webinar
schedule
int
schedules
Schedule ID
comment
string
schedules
Schedule description
timezone
string
Webinar timezone
presenters
array
Presenters
name
string
presenters
Presenter Name
email
string
presenters
Presenter Email
picture
string
presenters
Presenter Image URL
registration_url
string
Registration URL
registration_type
string
paid / free
registration_fee
int
Registration Fee
registration_currency**
string
Registration Currency
registration_checkout_url**
string
Registration Checkout URL
registration_post_payment_url**
string
Registration Post Payment URL
direct_live_room_url***
string
Direct URL to the Live room
direct_replay_room_url***
string
Direct URL to the Replay room
** This field will be returned only if they are enabled within that particular webinar configuration settings
*** These are generic links to the Live and Replay room, in case you want to send a user directly to those rooms without going through the Registration page
**** webinar_hash: this parameter is used in case you want your API to be able to generate the webinar’s one-click registration link.
WebinarJam Mail is included with your subscription to deliver notifications and reminders configured for your webinars. If you prefer, integrate a third-party SMTP service to manage your mail.
Connect a third-party SMTP service to your account: SMTP Integrations
Note: API-based connections are required to track email analytics such as email opens, clicks, bounces, etc.
Configure Your Webinar
To enable the integrated SMTP service:
Open a webinar and go to Notifications > Your Email Gateway
Select Your own SMTP gateway
Save the module
Repeat this process for any additional webinars you want to update. Each time you create a new webinar, select the integrated SMTP service if preferred.
Email Send-from and Reply-to
Emails sent through the integrated SMTP will be sent from the “Sender Email” address specified in the integration connection settings. The sender address will be used as the send-from and reply-to address for all notifications.
The name registrants will see as the sender for notifications is the webinar host’s full name. The host is set in the webinar configuration wizard, under Configuration > Webinar presenters.
Note that WebinarJam/EverWebinar cannot check the status of your SMTP account or the validity of the API credentials provided.
To ensure the deliverability of your webinar notifications, provide a valid API key and keep the integrated SMTP account active. The WebinarJam server will send an outbound API request to your integrated provider using the API credentials provided and ask them to deliver an email notification at the appropriate time.
The WebinarJam server does not receive notice of any failure to reach your SMTP service or deliver the messages. In the event of delivery failure, the emails will not be resent, and you will not be notified. Always run a few tests to ensure your configuration is correctly set up.
This article is for both WebinarJam and EverWebinar.
Send notification emails before and after a webinar so registrants automatically receive reminders and a copy of the replay.
By default, notifications are sent from the webinar host’s full name and email address. When a registrant receives a notification, the message in their inbox will be “from” the host.
To edit the notification sender details:
Open a webinar and go to Configuration > Webinar presenters
Click the pencil icon on the host module
Update the full name and email address in the contact fields
Click Save and Save again to close the module
Emails from the preceding example will be sent from John Smith <[email protected]>
A warning message appears if the Webinar Host & Presenter’s email address uses a custom domain that has not been authenticated with DKIM records in the domain settings. Learn how to authenticate your sender domains.
Do not check the box to bypass DKIM security without understanding the impact. Learn more about the DKIM missing error.
IMPORTANT: If the webinar host has a free email address (such as Gmail, Hotmail, Yahoo, etc), the sender email address is converted to [email protected]. For example, if the webinar host is Joe Smith <[email protected]>, email reminders will be sent out as Joe Smith <[email protected]>. This is done to improve deliverability and reduce the likelihood that your messages will end up in spam.
The account Profile contains important account information, including:
Name, registered email address, and password update
Country and tax ID
Support verification code
GDPR settings
Subscription details
Third-party integrations
API key application
Global bad words filter for your events
Click the person icon in the top right corner of the dashboard to access the Profile.
Profile Tab
Review and update your profile information, including your name, email address, and password.
Updating your email address affects both your login credentials and the location where you receive billing and other account notification messages. Use your new email address to log in and check the inbox for that address to find new payment invoices, etc.
Add your country, company name, and Sales Tax ID for subscription invoicing and tax calculation.
If you have a valid VAT number, enter it in the Sales tax ID field.
Support Code
The support code lets you verify your identity in communication with the WebinarJam and EverWebinar support team. The code is unique to your account and is used to authorize changes.
If you shared the support code with someone who is not authorized to request changes in your account or has left your team, click the Reset link to generate a new code.
GDPR Tab
Next, activate and configure your GDPR compliance settings.
Activate GDPR
Select this option if you wish for your webinar to be GDPR compliant. As a result, a number of GDPR compliance requirements will be displayed in your webinar pages and registration forms: cookie acceptance banner, terms agreement checkbox, etc.
Newsletter agreement label
Set the general wording your audience will see when accepting to receive future communications. You can also force this option as Mandatory.
GDPR terms agreement label
Set the general wording your audience will see when accepting your team’s GDPR terms and conditions. You can also force this option as Mandatory.
GDPR terms agreement clauses
Set the specific wording of the GDPR agreement required by your team’s compliance standards.
Cookie disclaimer banner
Display customized wording regarding how cookies are used.
Automatically delete leads
The system will automatically delete leads a set number of months from the subscription date.
Deactivate GDPR
Choose this option if you do not wish to be compliant with GDPR standards. As a result, no GDPR compliance requirements will be displayed to your visitors as they land on your webinar pages and/or registration forms.
Connect third-party services to your account to activate additional email, SMS, and automation capabilities.
Autoresponder Integrations
Here you can connect a CRM or Autoresponder service to your webinar profile. A CRM helps to organize registrant information into a list, while an Autoresponder can aid in contacting that list.
You might want to send your webinar registrants a text message reminder to their mobile phone right before the webinar starts. To that goal, our platform integrates with Twilio, the world-leading SMS text messaging provider.
Add words to the Bad words filter that you want to block attendees from using in the chat during your events. Separate each word with a comma, up to 1000 words.
Any chat from users containing a word in your list will be immediately deleted, and will not display in the Live webinar.
The bad words filter does not restrict Presenters. Anyone that accesses the event using a presenter or moderator link can use any words in the webinar chat.
