WebinarJam and EverWebinar documentation Webinars for everyone!

Best Practices

For the best webinar experience, we have the following recommendations for the webinar host and all co-presenters involved in broadcasting a webinar.

  • Computers/Laptops used for broadcasting the webinar should at least have a modern Quad-Core processor with 8Gb RAM.
  • Ensure that the camera and microphone used are connected either internally or externally via a USB connection.
  • Set the Camera resolution to 720p although you can go up to 1080p
  • A headset is encouraged.
  • Be sure you’re using the full bandwidth capabilities; no sharing of the same internet connection while broadcasting.
  • Run your webinars from a hardwired internet connection instead of WiFi, if possible.
    • The host and all co-presenters can run an internet speedtest via this link: https://www.waveform.com/tools/bufferbloat
      The upload and download speeds should be at least 5mbps; however, the higher the better.
      The Bufferbloat (Latency) should be at least “B” or higher or in other terms, less than 100 milliseconds (ms).
  • Close out of all apps, programs, windows, tabs, music, or anything that isn’t necessary to your webinar to free up as many of your computer and Internet resources as possible.
  • Clear your cache/cookies for “All time”, restart your machine and run your webinar from a fresh browser.
  • Use the most up to date version of Google Chrome. Firefox is a good secondary option. For iOS devices use Safari. This is also the same for all attendees.
  • Avoid hosting a webinar and watching as an attendee on the same bandwidth. If this is done, your bandwidth will be optimized for uploading the video, and the download of the stream will be compromised.
  • Lastly, we recommend creating a clone of the actual webinar for testing purposes, using the links from the “Your Links” button of the clone webinar. You can have test attendees join the webinar so they may revert back with any possible difficulties they may experience. This way you can thoroughly test any webinar without affecting the actual webinar in any way and make corrections where needed.

YouTube Live

Overview

This article is only for WebinarJam, not EverWebinar.

By choosing YouTube as your streaming platform, note that your webinar will also be automatically posted in your YouTube channel, and thus publicly accessible to your subscribers and anyone with the video link.

While we strongly recommend our in-house WebinarJam Live streaming solution for a smoother user experience, should you opt to use YouTube as your streaming platform, there are a few steps you will need to undertake in your YouTube account to activate the streaming capabilities.

Before you begin

Unfortunately, YouTube requires that all the setup steps described in this article must be followed or else you will see a “connection error” message while trying to connect your YouTube account.  So, please make sure to follow this guide all the way through!

Alright, let’s start!

Enabling the required features

Make sure you are logged out of any other Google accounts, G-Suite, YouTube account, etc, and visit http://www.youtube.com/features and enable Default Features, and Features that Require Phone Verification.

Here comes the tricky part: enabling Monetization! Click to close the features window, and in the sidebar click the $ icon. You might actually find that your account in ineligible!

You see, YouTube’s rules for integration have changed over the years. As it stands now, users must enable Monetization before they can enable Live Streaming. The problem is that for newer accounts, YouTube has some minimum levels before they become eligible to monetize their channels.

At the time of writing this article, here are the minimum levels required by YouTube:

Note that for some older accounts, YouTube might have grandfathered your account and ignore these minimum levels. Indeed, YouTube’s policies are strange!

Anyway, once Monetization, and Live Streaming are enabled in your account, YouTube approval process will finally kick in. Note that this process will take up to 24 hours.

 

Checking Default Upload Settings

It is important that any YouTube subscribers you have do not see your test webinars, or watch webinars outside of the WebinarJam experience. So you may want to change your default privacy setting to “Unlisted”.

Return to your settings by clicking the gear icon. Then select “Upload defaults” from the sidebar. Here (as shown below) you can change the Privacy setting to “Unlisted” from the dropdown. This means that every Live streaming you do will be unlisted. But you can change it as necessary.

Test Your Webinar Settings

Run the webinar as you normally would inside your WebinarJam live room. Then, in another browser, login as an attendee.

If you see your test video, then all is well with your account.

If your video shows the following error, “Watch this video on YouTube. Playback on other websites has been disabled by the video owner” your YouTube account is not properly configured yet.

 

So, if it’s not working, there are a few things to do…

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, then please contact YouTube’s support team directly at https://support.google.com/youtube/answer/3545535.


 

YouTube Configuration Error

If, while in the process of accessing your WebinarJam live room, you get the error message “YouTube Configuration Error” as displayed below, then something in your YouTube connection is not correct.

Please be sure you are logged into the same YouTube account that is displayed on your Connect YouTube screen. Your account email will appear in small writing below the YouTube icon.

Then you will want to confirm that the settings on your YouTube account are correct as explained above in this article. Once you’ve made sure those settings are indeed correct, please go back to your Webinar presenter’s link and retry.

WebinarJam Quick Start Guide

This tutorial will walk you through each setting available in the full configuration of a webinar.

 

Start Setup

Start by clicking “Add Webinar” from your dashboard and select Full Configuration (shown below). You can click Express and it will limit your options, but you’ll be able to get going in less than 60 seconds. In this tutorial we’re going to take probably a little more than 10 minutes because I’m going to be explaining every step. Let’s click next.

Webinar Configuration

We have a few options here:

  • Right Now. This is if you want to just get a one-off webinar done quick. You’re not going to have any notifications. You’re not going to have any schedule. You’ll send the webinar room link directly to your presenters and your webinar attendees.
  • Schedule for Later. This is when you want an actual date and time for your webinar.  If you also want to set up notifications (including an automatic email to send out the webinar links), you’ll need to select this choice.
  • Always On. This is a webinar room that can be used repeatedly. This could be used for meeting rooms, on the spot training, and can be used over and over again. Like Right Now, this has no notification emails or schedule.

We’re gonna select Schedule for Later so we can see the schedule settings that don’t appear in the other two options.

Basic Settings

The first box (shown below) is filled with Basic Settings; click the pencil icon to open it. You’ll find the following:

  • Webinar Name (for your reference in the dashboard)
  • Webinar Title (for your potential registrants to see)
  • Webinar Description (also for your potential registrants to see)
  • Webinar Language (for the registration fields and buttons)

On Demand

You can also list your webinar in the On-Demand section, so let’s take a look at that real quick. Shown below is our On-Demand portal. There’s a lot of webinars available and they’re coming up real soon. You can choose by category (cooking and food, for example) and you can take a look at what’s available.

Directory Category

Back in the Basic Settings (shown below), we can choose the directory category (like internet marketing e-commerce) and then you can click the circle to upload a thumbnail image.

Webinar Presenters

Next are the Webinar Presenters (shown below). This is where your information is entered by default (it’s already here!) so if you are the only one you can just click confirm and move on.

I’d like you to know two things though about this side profile here. First, “Webinar Host & Presenter” indicates you are the creator of this webinar (shown below).

You can add people without them being a presenter but instead as a moderator. So for example, let’s say I want Tammy to moderate my webinar. As shown below, I’ll add her name and email to the fields, select Moderator, and choose Save.

Once I’ve clicked save, her information will appear on the right. This time, “Webinar Moderator” will be visible by her name (shown below).

If you want to edit details of either person, you’ll need to select the pencil icon to the far right. You can change any details including adding a different profile image by clicking the profile circle on the left. Make sure to click Save before moving on!

Streaming Service

Finally, in Streaming Service (shown below) we have three available options for you to use:

Webinarjam Live (selected above) is our streaming service. It means that you’ll be streaming through our servers which are pretty darn fast and private.

YouTube Live (selected below) will stream using YouTube’s servers and will stream both in your webinar room and on your YouTube account simultaneously. You’ll need to connect your YouTube account to use this however (you can find full instructions here).

Facebook Live (selected below) will stream using Facebook’s servers and will stream both in your webinar room and on your Facebook profile, group, or page.  You’ll need to connect to your Facebook account (you can find full instructions here).


Webinar Schedules

The next step are the schedules. There are three options:

  • One single session
  • Multiple sessions
  • A recurring series of presentations

One Single Session

Think of a One Single Session (screenshot below) like a movie. There may be multiple sessions you can go to, but it will be the same content each time. Therefore, you would only buy a ticket to one session, not to all of them.

Let’s say that you want to run a morning and an afternoon run, just to give your users more flexibility to attend whichever of the two (and only one of the two) fits their schedule best. In this case, you could configure a session at 9:00AM and another one at 1:00PM. Remember to click the blue “ADD” button!

 

Multiple Sessions

On the other hand, Multiple Sessions (screenshot below) are like a mini-series that span through a few days, every day screening a different episode. In this case, you subscribe to all the individual events.

You would configure multiple date/time combinations, and they will all be bundled as an indivisible multi-event presentation.

 

Recurring Series of Presentations

Finally, a Recurring Series of Presentations (screenshot below) is closer to a TV show with each episode providing new information (maybe even building on previous webinars), and the show will have a rather fixed and recurrent scheduling over time.

Users registering for a Webinar Series will register for the whole daily/weekly series, for as long as it lasts.

To add a schedule as a series, select a day of the week, a time, and whether the series has no stopping date (Unlimited) or has a set number of sessions (Limited, in which case you type the number of sessions), and finally the timezone. For example: say that you want to set up a weekly session, running every Saturday at 5:00PM, for a whole year (52 weekly sessions). Take a look at the screenshot below to see how you’d configure that.

The last step is clicking “ADD”. In the above below, only one recurrent series has been added, and of course you could configure more series if you wanted.


Registration

Third step contains your registration settings. The registration page (shown below) is the first page that people are going to arrive at to register for your webinar. This is the first inkling of your webinar that they’re going to get!

Edit a Registration Page

Select a template and you will be brought into an editing window. Anything with a pencil icon can be edited. This includes images, text (as shown below), and even videos (provided they are from YouTube or a direct link to an .mp4 file).

In the above example, Tammy (our moderator) has been added to the page. If I don’t want her name visible on this page, I’ll edit those boxes and delete her from the list of presenters (as shown below).

Once you save and exit (using the green Actions… menu in the upper right), you will be returned to the main settings. Split testing is also available here (shown selected below). You will need to choose what percentage of visitors should go to each page before Confirming.

Your Own Design on Your Own Website

You also may have noticed the option titled “Your Own Design on Your Own Website”. Choosing this will skip the design stage and give you a code to embed a button on your own webpage. This will be addressed later.

Registration Form Fields

For now, move on to the Registration Form Fields (shown below).

Here you can choose what details are requested from registrants when they register. At a minimum you must request first name and email (these are required for signing in to the webinar room). However you can switch the toggles to make the others not mandatory, or click the ‘X’ to delete them.

Auto-Subscription to Future Webinars

The next step, Auto-Subscription (shown below), gives your registrants an option to be automatically registered to your future webinars of your choice. They will only be subscribed to the webinars you choose, when you choose to do so.

Free registration vs Paid registration

Following this is “Free registration vs Paid registration” (shown below). If you choose to charge a fee, you’ll need to use a separate checkout platform to process the fee. Type in the amount in the first box and enter in the URL of your checkout page in the second one.

WebinarJam will redirect users to the checkout page when they choose to register. Once they complete the purchase, however, your external payment processor will need to send them back to WebinarJam’s Port-Payment Redirect URL. It is the final field listed in that setting and should be used as the product’s Thank You page (in most systems).

Password Protection

The final setting in registration is Password Protection. You can add a Master Password as shown below. In this case you will create a password that is the same for every registrant.

Alternatively, you can generate unique passwords for every registrant. In this case, WebinarJam will generate the passwords for you.


Notifications

Notifications can be found in the next step (shown below). WebinarJam allows 10 notifications before and 10 after your webinar.

Before you add/edit these you will need to choose an email gateway. If you do not have your own preferred SMTP service, we recommend just using WebinarJam Mail.

In addition to emails (as shown below), you can SMS, and recorded messages via phone calls, however those require further integrations.

Add Email Notification

For now, let’s walk through the included email system. Click the blue “Add Email” link (shown below along the right) to begin.

Edit Email

Clicking “Add Email” will open an email editing window (shown below). You can set the email timing (in relation to the webinar start time), the email subject, and the email body.

Something you’ll notice already in the body of the email (as well as listed on the right sidebar) are the Shortcodes {contained in curly brackets}. These are codes that are automatically replaced with the relevant information. You can learn more about these in our article about Notifications.

Finally, you can enter in your email address at the bottom to send a test email to yourself. This email will not replace the shortcodes, but will display everything else properly.


Integrations

With that done, you can move on to the next step: Integrations (shown below).

Here you can add integrations with various Email Autoresponders (such as Kartra) as well as add any tracking system you may have (such as Facebook Pixels).


Thank You

For now, move on to the Thank You step. There are two options here, the first being “Survey Your Registrants” (shown below).

Survey

You have four options for survey questions:

  • Poll allowing only one answer
  • Poll allowing multiple answers
  • Question for a short answer
  • Question for a long answer

Click the plus icon, next to a question type of your choice, to add it to your survey. Then fill out the question details on the right (clicking the ‘+’ to add each possible answer).

Thank You Page Design

The next box is for your Thank You Page Design. Just like the registration page, you’ll select a theme and edit whatever element you choose by clicking the pencil icon.


 

Live

 

The next step has the most options, all of them dealing with your live webinar (shown below). Let’s go through them one by one.

Autoplay

First up is Autoplay!  You can choose whether to use one of our splash pages with autoplay disabled, or choose to enable autoplay for most browsers!  Please note that autoplay will usually have to start muted.

Live Room Design

Next up is the live room design!  Here you can choose several neat options to add some branding to your webinars.

You can choose options from the above as follows:

  1. Select one of our pre-designed webinar room themes
  2. Pick which color scheme
  3. Choose whether to display presenter social media information

Polls and Quizzes

Next is the Polls and Quizzes option (show below). Any poll you set up here will be available when you are live, however you can set it up on the fly in the webinar room itself. The same can be said for all the following options (if you forget something, you can create it inside the live webinar).

Product Offers

Product Offers (the next option, shown below) are popped up in the chat box area and provide a button for attendees to click. Click “Add New Offer” and the below window will pop up for you to create the offer. As you edit the options, the preview on the right will change. Once the required fields are filled, you can click to save.

Broadcast Sales in Real Time

Note that the option to “Broadcast Sales in Real Time” will require adding a tracking code to your product’s Thank You page. This tracking code can be found on your dashboard for the webinar’s Advanced options.

Video Injections

Video Injections (shown below) are a way to play a pre-recorded video clip directly to your audience. All you need is a link to a YouTube video or a direct link to an .mp4 file.

File Handouts

You can also share files (of any kind up to 80mb) directly with your attendants (shown below).

Slide Presentation

Also, you can add your slide presentation to your webinar (shown below). PPT, PPTX, KeyNote, and PDF (up to 80mb) are acceptable file formats for this option.

 


 

Bad words filter

You can also prevent your users from using particular words.  Simply go to your Profile (1) and then Settings (2) to add any words you don’t want shared during your webinar.


 

Autoplay

You have the choice to enable autoplay for your webinars!  If disabled, you can choose your call to action text displayed on the video as well as the thumbnail that is displayed behind it!


Replay

In the next, and final, step we’ll be deciding what to do about the webinar replay. If you choose to enable the replay in the first box, 4 additional options will be available (shown below).

Webinar Replay Contents

The first option is deciding to what the Webinar Replay link will lead; there are three options (shown below). First is the Replica Replay. This is a recording of your webinar as it happened, including chat, surveys, offers, etc. It cannot be paused, but instead closely mimics the live experience.

Custom video allows you to replace the video stream with your own video source (other than the recorded webinar). You can use a YouTube link or a direct link to an .mp4 file. Below that you’ll need to enter the exact duration of the video so the system knows when to close the room at the end.

Finally, you can redirect the replay link to any URL you would like. This is particularly helpful if people arrive after the webinar is over and you want to lead them to a specific page that isn’t the replay (such as a sales page or otherwise).

 Replay Controls

Next up is the option to either enable or disable replay controls.  You can choose to allow your replay viewers to fast forward, rewind, and scan through your replays!

 Replay Page Expiration Date

Next is the Replay Page Expiration Date (shown below). You can set a number of hours for the replay to be available. After this time, the Replay link will redirect to an expiration page (telling the visitor that they have arrived too late).

Allow Users to Submit Questions

The final option is whether to add a “Question Box” (shown below). By activating this, you enable the chat box for visitors to type into. Any messages they enter will be sent to the email address of your choice.

Webinar notifications

 

Types of Notifications

Each webinar can have up to 10 notifications before and 10 notifications after. There are four kinds of notifications:

  • Welcome message: included by default and sent immediately once the visitor registers (so they can receive a copy of the live room link)
  • Pre-webinar reminders: to be used for additional information or just as a reminder. These can be sent any time before the webinar begins.
  • Last-minute reminder: also included by default, but sent 15 minutes before the start of the webinar.
  • Post-webinar message: used as a follow-up after the webinar ends, but timed to the webinar start time.

Add an Email

Let’s create a new post-webinar message by clicking “Add Email” (which can be seen below)

Edit Email

A window will appear (shown below) that allows you to edit the new email notification. The first thing available is the email timing. This is always timed to the scheduled webinar start time (set two steps earlier in the Schedules settings).

NOTE: If someone registers for your webinar after a notification is set to be sent out, they will not receive that email. For example, if I set an email to be sent 24 hours before the webinar and someone registers 3 hours before, they will not receive that email.

Filter Recipients

Next, in a post-webinar email (shown below), you can filter the recipients 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 timeframe you specify
  • Those who attended, stayed to a timeframe you specify, and did not purchase

If you choose to send only to those who did or did not order your product, make sure you have installed the offer tracking codes on your product’s thank you page. Otherwise purchases will not be tracked to this system.

Shortcodes

Listed in the sidebar are what we call “Shortcodes” (shown below). These codes are contained in {curly_brackets} and can be placed wherever you want in the email.

Each code is automatically replaced with the relevant information when the email is sent. So, for example, “{first_name}” might become “John”. Available for use are:

  • {TITLE} – The title of your webinar.
  • {DESCRIPTION} – The description for your webinar.
  • {PRESENTER} – A list of you and anyone else who may be presenters for the webinar.
  • {FIRST_NAME} – The first name of the email recipient (the registrant’s first name)
  • {LAST_NAME} – The last name of the email recipient (the registrant’s last name)
  • {ATTENDEE_EMAIL} – The email address for the recipient of the email.
  • {DATE} – The date of the upcoming webinar (not the current date).
  • {TIME} – The time of the upcoming session (not the current time).
  • {LIVE_LINK} – The unique live room URL for this particular registrant to attend the webinar.
  • {PASSWORD} – The password to enter the room (if you have added password protection to your webinar)

In order to work, the shortcodes must not be altered in any way.

Adding a Link

If you wish to create a link with the {LIVE_LINK} shortcode, first highlight the text you want to turn into a link (1 below), then click the hyperlink icon (2 below).

In the window that pops up, you will find the text you highlighted (1 below). Choose <other> for your protocol (2 below) and enter in the shortcode {LIVE_LINK} (3 below). Click OK and your link is added!

Test Email

Finally, at the bottom of the window, you can enter in an email address to test the email (shown below).

 

Note: Keep in mind that shortcodes do not work in test emails. If you send yourself a test email, the shortcodes will not be replaced by the right information. This is because there needs to be registrant data for a given shortcode to use, and you are only entering your email address.

If you want to see the full system in working order, you will need to register for your webinar. We recommend registering through your test links so that your registration does not interfere with your live analytics.

Control Panel

In this article we’ll discuss various parts of the Moderator Control Panel.

 

The Control Panel

The Control Panel (as shown below) is the center of operations for your moderators.

 

Chat Box

The first of the three boxes visible (shown below) is dedicated to chat. 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 and you will see the user’s name, email, and options to:

  • Edit their comment
  • Delete their comment
  • Reply to them in private
  • Broadcast their comment to everyone
  • Invite them to join as a presenter in the live room
  • Ban them from the live room

If you are opening the Control Panel in EverWebinar, this will be the only box available. In addition, since each attendee is in their own room (separate from anyone else watching), they will not see the chat from other attendees. However, if you chat in the lower field your message will appear to anyone watching. To prevent confusion, it is best to reply in private to any message.

Live Elements

The next box (shown below) is dedicated to live elements like polls, offers, videos, files, and slides. Each of the preconfigured live elements can be controlled here, or new ones can be created on the fly.

Attendee Box

The final box lists your 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 box, you can redirect all attendees to a URL of your choice and resend email notifications to registrants.

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

Upper Right

In the upper right are two icons (shown below). 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 position of the live webcam thumbnail
  • Change the size of the webcam thumbnail

Add New Presenter

Just to the left of these icons (shown below) is listed each of your presenters. Clicking the + icon allows you to add a new presenter with their name and email.

Your Links & Testing

Run A Test or Your Links?

On your dashboard, you will notice two buttons on each webinar: Run a Test and Your Links. There is only one, very important, difference between them. Your Links is to be used only when you are ready to go live. You can use Run a Test to be sure that your webinar is fully functional.

Run a Test creates a perfect clone of all your webinar settings. There you can test any aspect of your live webinar, but it will not affect the real thing in any way. We recommend running a test of your webinars at least 24 hours ahead of time. This will give you plenty of time to fix whatever needs fixing and test again before going live.


Different Links

 

Let’s look at what is inside…

Registration Page

The first link visible is the registration page. This is the link you will send to your leads so that they can become registrants. The pencil icon allows you to customize the link.  Note: customizing this link, called “Branded links” is only available on EverWebinar or WebinarJam Professional or above.

 

Embed in your website

Embed in your website (shown below) allows you to place registration on your own page via a button or bar with a button. You can read more about how to customize these here.

Direct Link to Live Room

The final registrant link tab shows the Direct link to live room. This is immediate access to the webinar room, without the need to register first. Because it skips our registration and tracking, this link should only be used for emergencies. If you have a user trying to enter the webinar after registration has closed, this may be the choice for you.

Presenters Links

Moving on to the Presenters links, you will find two links available here: Live Room and Control Panel.

  • Live Room is the link you will use to stream your audio and video to the audience.
  • Control Panel can be used to moderate the webinar and view statistics on attendees. Both of these links (by clicking the email icon) can be sent to the presenter they belong to and can be opened directly by clicking the arrow.

Replay

The Replay links (shown below) will only become available once you have run a webinar. Select a session and the link will appear. To the right are icons to download the video file and open the replay page. If the download button is greyed out (as it is below) it means that the recording is still being processed or if the webinar never went live.

Download Chat Log

After the webinar ends, you can download the chat log in the next area (shown below). Just as with the replay, select the session and a download button will appear.

Survey Results

Finally, if you set up a Thank You Page Survey, the results will be available for download as a CSV file here (as shown below).

Uploading your slide presentation

WebinarJam allows you to pre-upload a PowerPoint or Keynote slide presentation during the webinar configuration process so, once you’re live, you can simply click on a button and broadcast that presentation to all your attendees.

Finding Upload Slide Presentation

You will find this option at the “Live” step of the configuration. See screenshot below:


Why Upload Your Slide Presentation

While you could achieve the same result by simply screen sharing your desktop and going through the presentation directly from the computer, uploading the presentation to our cloud servers is the recommended course of action for two reasons:

  • It will make the experience far more seamless and smoother for your viewers, since they receive the presentation feed directly from our powerful servers, instead of overloading your internet bandwidth as a presenter. As a result, the image quality on those slides will be better.
  • If you’ve uploaded the presentation to our servers, you will have access to cool slide transition and animation effects! See below


Supported formats and limitations

WebinarJam supports both PowerPoint and Keynote files, and also PDFs (each slide must be placed in a different page within the PDF document).

Something important to remember is that the max file size is 80MB, which should be more than enough for any reasonable presentation. If you see that your file is over 80MB, chances are that the resolution of the images inside your slides, or even the slides themselves, is too high. Neither your slide images or the slides themselves don’t need to be any higher than than 720p resolution, because WebinarJam’s video streaming signal is delivered at 720p anyway.

So, remember: make sure your slides and the images are set to 720p for maximum bandwidth efficiency.


HELP! The upload process fails no matter what I try!

First and foremost, remember that the file upload and encoding process can take up to 2 minutes to complete, so give the system some time to do its thing  However, no matter what you try, sometimes the upload process fails anyway for whatever reason. What can you do?

You may want to split your presentation into two parts. This means two smaller files.

Alternatively: Inside your PowerPoint or Keynote software, export the presentation to PDF format. The screenshot below reflects the PowerPoint interface, but Keynote sports a similar option.

The benefit of the PDF format is that it is much lighter and easier to upload and crunch than the PowerPoint or Keynote format. So, if your native PowerPoint of Keynote file is giving you problems, try to export it to PDF format and upload that PDF file to WebinarJam. That should work!

EverWebinar Quick Start Guide

This tutorial will be an overview of every EverWebinar setting, with links to more information where needed.

EverWebinar Configuration

EverWebinar Source

The first essential step is to choose your webinar source (shown below). This is the video that will play in the webinar room as the “live stream”. You can choose between an external video file or a previous WebinarJam live session.

External Video File

In the case of an external video file, add a link to a YouTube video or a direct link to an .mp4 file. Make sure to accurately enter the duration of your video so the webinar ends/closes at the correct time.

 

Previous WebinarJam

For a previous WebinarJam live session (shown below), just select the webinar and event date/time. No duration settings are necessary since the system already knows how long the source is.

When using this option, all live elements will be imported. This includes chat, offers, broadcast messages, and more.

 

Basic Settings

The second step is for your Basic Settings (shown below). This includes:

  • Webinar Name (for your reference in the dashboard)
  • Webinar Title (for your potential registrants to see)
  • Webinar Description (also for your potential registrants to see)
  • Webinar Language (for the registration fields and buttons)

 

On-Demand

You can also list your webinar in the On-Demand section (shown above at the bottom of the frame), so let’s take a look at that real quick. Shown below is our On-Demand portal. There’s a lot of webinars available and they’re coming up real soon. You can choose by category (cooking and food, for example) and you can take a look at what’s available.

Webinar Presenters

Next are the Webinar Presenters (shown below). This is where your information is entered by default (it’s already here!) so if you are the only one presenting (or rather, on the video), you can just click confirm and move on.

 

I’d like you to know two things though about this side profile here. First, “Webinar Host & Presenter” indicates you are the creator of this webinar (shown below).

You can add people without them being a presenter but instead as a moderator.  So for example, let’s say I want Tammy to moderate my webinar. As shown below, I’ll add her name and email to the fields, select Moderator, and choose Save.

Once I’ve clicked save, her information will appear on the right. This time, “Webinar Moderator” will be visible by her name (shown below).

If you want to edit details of either person, you’ll need to select the pencil icon to the far right. You can change any details including adding a different profile image by clicking the profile circle on the left. Make sure to click Save before moving on!


Webinar Schedules

The next step is the final essential step: Webinar Schedules (shown below). As long as this is filled out, you will have a functioning webinar!

 

There are a lot of options for scheduling, but for this tutorial we will simply add an every day, 2PM webinar. As shown below, I am choosing The user’s own time zone instead of a specific time zone. The system will automatically detect the time-zone for your potential registrants and set the webinar for them.

 

To add a schedule, you must click the ADD button on the far right. Only once this button is clicked will your schedule be added. For further detail on scheduling, click here.

 


Registration Page

The following step deals with your registration page. First (shown below), is your registration page design. You can choose from a number of templates.

 

Once you select a template (shown above), you will be sent into an editing window (shown below). Here you can edit any element on the page that has a blue pencil icon in the corner.

When you are ready to move on, use the green Actions menu (in the upper right of the window) to preview your page and save & exit.

 

Enable Split Testing

If you’d like, you can split-test your registration page (as shown below) by clicking “Enable Split-Testing” and choosing a percentage of visitors to send to the second page.

To choose the page design for page “B”, click the toggle switch in between the two letters, choose a template, and edit it just as you did the first one.

 

Registration Form Fields

Following this, choose the information that registrants are required to enter for registration (shown below). By default First Name and Email are on and required. This is because these two bits of information will be used to login to the webinar room itself.

Last Name and Phone Number can be added to your form as well, but you can make these optional by clicking the toggles on the right.

 

Free or Paid Registration

If you’d like, you can charge for your webinar in this step (shown below). You will need an external payment processor and/or cart system (like Kartra!) to use this feature. Once a registrant finishes their purchase, they will need to be redirected to the link at the bottom to complete registration.

 

Password Protection

Finally, you can password protect your webinar (shown below). If you choose this, you can decide between one master password or unique passwords for every attendee. A master password is one you choose yourself that all attendees will use. The unique passwords option has the system create a unique password for each registrant.

 


Notifications

The next step (shown below) is all about your notifications. First (at the top) is your email gateway. By default this is set to our servers, however if you have your own SMTP gateway you’d like to use, click here to learn how to integrate properly.

Otherwise, just move on to the next part: Reminder Notifications.

You can add up to 10 notifications before and 10 notifications after the webinar starts. You can integrate Twilio to add calls and SMS notifications as well, but we will just discuss email here. Click here to learn more about integrating Twilio.

Click ADD EMAIL (shown above) and a window will pop up to create/edit your notification (shown below). You can choose the timing of the email by number of hours before or after the webinar starts.

Post Webinar Segmentation

If this is a post-webinar notification, you can limit sending this email to:

  • All Registrants
  • Those who did or did not attend
  • Those who attended and did or did not order your product
  • Those who left before a time you specify
  • Though who stayed to a time you specify, but didn’t purchase

Email Shortcodes

Finally, take note of the shortcodes in the right sidebar. These are replaced with relevant information, automatically, when the email is sent out. You can read more about those right here.

ADD EDIT EMAIL IMAGE

 


Notifications

After completing the notification step, you can add various integrations and tracking systems to your webinar (shown below). Email autoresponder integration allows you to send registrant data to a third-party platform. 3rd party tracking systems allows you to add things like Google Tag Manager and Facebook Pixels to your webinar pages.

 


Thank You Setup

In the next step, you choose options for your Thank You page.

Survey

The first option (shown below) is a Thank You page survey for your registrants. You can add a:

  • Poll allowing only one answer
  • Poll allowing multiple answers
  • Question for a short answer
  • Question for a long answer

Or a combination of them! Once people respond to the survey, you will find results here and in the Live Links button on your dashboard.

 

Thank You Page Design

The next option is the design of the Thank You page itself (shown below). Just as with the registration page, you’ll select one template and edit the appearance before moving on.

 


Live Settings

Finally, we arrive at the live room settings. Each live element you can use in WebinarJam (such as file sharing and offers) are available to be precisely timed here. You can read about all of them in detail here, but for this tutorial we will discuss the live element settings that are unique to EverWebinar.

Live Chat Options

First of which (shown below) is the live chat box.

If you choose to Enable Live Chat, you can add pre-written lines of chat (or “chat roll”) by entering the time the message appears (in hours, minutes, and seconds), the name of the person sending the message, their role (Attendee or Admin), the message itself, and finally the mode (chat or question). Once this is all filled out, click Add to add the line of chat.

If you used a previous WebinarJam Live Session as your source, the original chat will already be in here! If you would like to add messages in bulk, you will need to upload a formatted CSV file. You can read more about that here.

 

You can also choose to disable the simulation of live chat in exchange for a Question Box (shown below). Enter your email address and all messages in the webinar room will be emailed to you directly.

Alternatively, you can disable the chat options altogether.

 

Highlighted Announcements

Next are Highlighted Announcements (shown below). In a WebinarJam Live webinar, you can choose a chat message (such as a glowing testimonial) to highlight. If you are trying to simulate live chat, make sure the message you are typing here also exists in your chat roll from earlier.

 

Redirect to External Websites

A WebinarJam Live webinar allows you to redirect users to a page of your choice, so EverWebinar allows the same! You just need to choose the time at which attendees need to be redirected.

 

Sticky messages

Sticky messages (shown below) are displayed at the top of the chat sidebar. You can choose a start time (for the message to appear) and an end time (for the message to disappear).

 

Display Number of Attendees

If you are trying to simulate live room attendance, it may be helpful to display a number of attendees (shown below). You can choose between fixed and dynamic. Fixed is one number that you choose, which will stay on screen for the whole webinar. Dynamic will mimic the attendance of a real webinar with an initial increase in attendees (to the number that you specify) and gradually falling off.

 

Live Sales Notifications

Finally, in the live room options, you can add Live Sales Notifications (shown below). This is a banner that announces an attendee has purchased your product and can be used to encourage other (real) users to purchase as well.

 

 


 

Bad words filter

You can also prevent your users from using particular words.  Simply go to your Profile (1) and then Settings (2) to add any words you don’t want shared during your webinar.


 

Autoplay

You have the choice to enable autoplay for your webinars!  If disabled, you can choose your call to action text displayed on the video as well as the thumbnail that is displayed behind it!

 


Webinar Replay options

In the final step, you’ll set up your Webinar Replay options. The first option is whether to enable the replay at all. Below, the webinar replay has been added by selecting Yes, record the webinar session.

 

Just like the live room, you can add a question box to the webinar replay (shown below). Just add your email address.

 

That brings us to the end of the setup process! You can now retrieve your registration links to share from your dashboard. Just be sure to test first!

Live Room

 

Last Minute Checklist

When opening the presenter link for the live room, the system will need to perform a simple audio and video test to check your computer’s bandwidth and syncing. Take note of the last minute checklist (shown below) as each of these are important for a successful webinar.

 

Test Your Video and Audio

Click Continue and you will be informed of the webcam/microphone tests (shown below). As it says, you’ll be able to turn them ON/OFF at any time once you are in the webinar room.

 

Click Start The Test to begin. You will see drop down menus for selecting your webcam, microphone, and a live video stream (shown below) . If the screen shows your webcam and you can hear sound (make sure your computer is not muted), go ahead and click ‘yes’. If you do not see or hear yourself, click no and the system will attempt again.

If you cannot seem to get it working, click the camera icon in the URL bar. The drop down menu will show you whether the camera and microphone are blocked, or if the wrong camera or microphone are being used. Reload the page if you have changed any of these settings.

 

Enter the Room

When you enter the room (shown below), your camera and microphone will be off by default. The option to turn these on are at the top of the page alongside the screensharing feature, and whiteboard tool (pointed out below). You can find these same options in the center of the window on your video screen.

In the upper left is a highlighted star indicating that you are an administrator for the webinar. If you have co-presenters, their windows will also have this star, but it will be greyed out. You can click it, turning it yellow, to give them administrator abilities (such as ending the webinar or adding more admins).

Virtual Background & Blur

The very next button (marked below) allows you to blur or replace the background of your webcam.

Use one of our preset backgrounds, or select “My uploads” (shown below) to choose your own up to 4 megabytes.

Go Live and Panic Button

Next to these buttons are the Go Live (marked 1 below) and Panic Buttons (marked 2 below). If you’re having trouble connecting or something has gone wrong, you can use the Panic Button to create a new webinar room that all attendees will be moved into. This button should be reserved for emergencies only.

 

Sidebar

Let’s take a look at the sidebar. At the top, you can find information about the webinar room itself. Whether you are live on air, how many people are currently in the room, how long you have been broadcasting, and how strong a signal you have for broadcasting. 

Below this, you have all your options and settings for your stream. There are a lot of features and they have all been separated into tabs you can find on the left. The first that is open shows the room settings. 

Here you can disable or enable chat, change whether chat messages are public, private, or allow both. 

You can disable showing the number of attendees to your attendees, as well as disable their ability to request to speak. 

You can also redirect all attendees to a URL of your choosing by entering a URL here and clicking the icon on the right.

Finally, if you are screensharing, showing a presentation, or using a video, you can choose where your webcam thumbnail is positioned. 

Attendees Speak

If you enable attendees ability to speak, you will find their requests in the bottom tab (shown below, labelled “Speak”) where you can accept or deny the request. If you accept, they will be brought in as presenters with video! 

 

 

Chat

The next tab is where most of your interaction will happen: Chat. You can not only chat with your attendees (or have a moderator chat with them) but you can also create sticky messages to remain on screen for them to see. 

When chatting, you can also choose to only chat with administrators or with the whole room so you can send important messages to each other without the attendees seeing them.

Finally, you can 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.

Polls

In the third section, you can poll your audience. If you used the Full Configuration during setup, you will have the option to select a poll you created ahead of time, but if you used Express to setup your webinar, you can create a new poll on the fly! After the poll is over, you can opt to show the results to your audience as well.

Offers

Similarly, the fourth tab allows you to offer a product or simply link somewhere. While you can pre-configure these in Full Configuration, you can also create these on the fly, even adding images to the offers! 

Video

WebinarJam also allows you to share videos with your audience directly, without the need to share a video on your screen. Here you can add a video from YouTube or a direct link to an mp4 video file. Keep in mind that links like Wistia and Dropbox will not work for this feature. Using this feature for video sharing means that the video will be adjusted for each attendee’s bandwidth and it won’t rely on your own bandwidth for video quality!

File Sharing

File sharing lets you upload small files to share with your audience directly! Perhaps you have an audio file for your attendees to listen to later, or maybe a compressed folder of resources. This is the feature for sharing those things with the audience! You can configure it ahead of time, but you can still use it on the fly! 

Slide Presentations

Another awesome feature is Slide Presentations. You can upload a Keynote, Powerpoint, or pdf presentation to the system directly and control the slides from within the webinar room itself! No need to screenshare your presentation program window. 

Additional Presenters

At the bottom of the sidebar, you can invite additional presenters by clicking the plus icon, and entering their name and email. They will be emailed their own link to enter the webinar as a presenter (since your link will not work for them). 

Minimize Sidebar

Finally, you can minimize the sidebar by clicking the red tab on the side. When you are ready to go live, press the green button at the top and confirm Yes. WebinarJam will prepare for live streaming and go live while the button will change to red. When you are done, click it again, confirm yes, and the broadcast will end. 

Room Expiration

If you have not yet gone live, a timer (shown below) will be in the lower portion of the frame showing how long you have to go live. If you do not go live in one hour, you will need to visit the live room link again to reinitiate the room.

Get details about one particular webinar from your account

  • Method: webinar
  • Type: POST
  • Complete URL: https://api.webinarjam.com/everwebinar/webinar

 

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
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.

 

Example CURL request:

curl --data "api_key=demokey&webinar_id=5" https://api.webinarjam.com/everwebinar/webinar

 

Example return:

{
    "status": "success",
    "webinar": {
        "webinar_id": 5,
        "webinar_hash": "8wtp2b",
        "name": "demo5",
        "description": "My automated webinar",
        "schedules": [
            {
                "date": "2099-01-01 10:00",
                "schedule": 22,
                "comment": "Instant replay",
            },
            {
                "date": "2099-01-02 10:00",
                "schedule": 29,
                "comment": "Just in time",
            },
            {
                "date": "2099-01-02 11:00",
                "schedule": 29,
                "comment": "Every day, 11:00 AM",
            }
        ],
        "timezone": "America/Los_Angeles",
        "presenters": [
            {
                "name": "John Doe",
                "email": "[email protected]",
                "picture": "https://test.s3.amazonaws.com/default_user.jpg"
            }
        ],
        "registration_url": "http://event.webinarjam.com/register/abcd123",
        "registration_type": "free",
        "registration_fee": 0,
        "registration_currency": "",
        "registration_checkout_url": "",
        "registration_post_payment_url": "",
        "direct_live_room_url": "https://event.webinarjam.com/go/live/1/abcd123",
        "direct_replay_room_url": "https://event.webinarjam.com/go/replay/1/abcd123"
    }
}

Get details about one particular webinar from your account

  • Method: webinar
  • Type: POST
  • Complete URL: https://api.webinarjam.com/webinarjam/webinar

 

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
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.

 

Example CURL request:

curl --data "api_key=demokey&webinar_id=4" https://api.webinarjam.com/webinarjam/webinar

 

Example return:

{
    "status": "success",
    "webinar": {
        "webinar_id": 4,
        "webinar_hash": "asd4g2",
        "name": "demo4",
        "description": "A series of events",
        "type": "Series of presentations",
        "schedules": [
            {
                "date": "2099-01-01 10:00",
                "schedule": 34,
                "comment": "Friday, 1 January 2099, 10:00 AM"
            },
            {
                "date": "2099-01-02 10:00",
                "schedule": 46,
                "comment": "Saturday, 2 January 2099, 10:00 AM"
            }
        ],
        "timezone": "America/Los_Angeles",
        "presenters": [
            {
                "name": "John Doe",
                "email": "[email protected]",
                "picture": "https://test.s3.amazonaws.com/default_user.jpg"
            }
        ],
        "registration_url": "http://event.webinarjam.com/register/abcd123",
        "registration_type": "free",
        "registration_fee": 0,
        "registration_currency": "",
        "registration_checkout_url": "",
        "registration_post_payment_url": "",
        "direct_live_room_url": "https://event.webinarjam.com/go/live/1/abcd123",
        "direct_replay_room_url": "https://event.webinarjam.com/go/replay/1/abcd123"
    }
}

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